Managing Director - Chief Administrative Officer

About TIAA Global Capabilities:

TIAA Global Capabilities (TIAA GC) is fully owned subsidiary of TIAA and was established in 2016. The professionals at TIAA Global Capabilities deliver innovation, value, and service to help meet the evolving needs of TIAA - the US parent company. Currently the organization has around 3,500+ employees across two offices in Mumbai and Pune. While the organization was initially established to leverage technology and operations talent in India, we now work with business groups that include Client Services & Technology, Nuveen, Finance, HR, Audit, Legal, Risk and Compliance.

Over the past few years, TIAA GC has won several industry accolades such as:

Best Companies for Women in India (BCWI) study, 2024

Top Employer for Tech Talent 2024 by Everest Group

Great Place to Work (GPTW), 3 years in a row (2021 - 2024)

GPTW - Best Companies to Work For 2023 and 2024, Top 100

GPTW - Best Workplaces in IT & IT-BPM 2023

GPTW - Best Workplaces in Diversity, Equity, Inclusion & Belonging 2024

GPTW - Best Workplaces for Women 2024 (top ten)

GPTW - Best Workplaces in Health & Wellness 2023

Accredited for Inclusive Practices (June 2023 - June 2024)

Avtar & Seramount - Most Inclusive Companies Index 2023

Avtar & Seramount - 100 Best Companies for Women 2023

India Workplace Equality Index 2023

Further information about the company is available on the website: https://careers.tiaa.org/tiaagbs/global/en/home

KEY RELATIONSHIPS:

Reports to: TIAA GC Chief Executive officer

Other key relationships:

Teams:

- TIAA Global Capabilities Leadership Team

- TIAA Executive Committee

- Internal and external stakeholders

- Business Managers

ROLE SUMMARY:

Description:

- The Chief Administrative Officer (CAO) is a senior executive role designed to drive operational efficiency and strategic alignment across multiple support functions, including business management, facilities, administration, corporate services and security, business continuity (BCM), transition and offshoring of capabilities to TIAA GC.

- Reporting directly to the CEO, the CAO serves as a key member of the Executive Leadership Team, tasked with leading critical corporate services to support the organization's growth, and enhance the workplace environment.

- The CAO will ensure that all administrative functions operate cohesively and in alignment with the company's broader strategic objectives, driving continuous improvement and fostering a culture of excellence.

Key duties and responsibilities:

1. Strategic leadership and corporate governance:

- Collaborate with the CEO and executive leadership to shape the strategic direction of administrative and operational functions, ensuring alignment with corporate goals.

- Provide leadership and strategic oversight for all administrative activities, implementing robust governance frameworks to optimize efficiency and resource utilization.

- Serve as a trusted advisor to the CEO on organizational strategy, operational improvements, and risk management, including providing insights for long-term business planning.

- Ensure compliance with all regulatory requirements across the portfolios managed, establishing internal controls and auditing procedures to safeguard the organization's interests.

2. Business management and operational excellence:

- Oversee business management functions, including internal business support services, to ensure seamless and efficient operations across all departments.

- Develop and implement performance metrics and key performance indicators (KPIs) for administrative functions to drive continuous improvement.

- Foster a culture of operational excellence by promoting lean principles, process automation, and best practices in administrative management.

3. Business continuity and Risk management:

- Develop and maintain comprehensive business continuity and disaster recovery plans, ensuring resilience in the face of operational disruptions.

- Lead risk management efforts to identify potential threats, assess vulnerabilities, and implement mitigation strategies.

- Establish crisis management protocols and lead the organization's response during emergencies, ensuring minimal impact on operations.

- Regularly review and update continuity plans, incorporating lessons learned from incidents and industry best practices.

4. Facilities management and real estate strategy:

- Direct the strategic planning, management, and optimization of company facilities, including site selection, lease negotiation, space planning, and renovations.

- Oversee the maintenance and upkeep of physical assets, ensuring compliance with safety, health, and environmental standards, while promoting sustainability initiatives.

- Develop and execute a real estate strategy that aligns with business growth objectives, including the expansion or consolidation of facilities as required.

- Manage capital projects, including budget oversight, vendor selection, and project timelines, ensuring all facilities-related projects are delivered on time and within budget.

5. Administrative Operations and Corporate Services:

- Lead the administrative services function, encompassing corporate services, travel and transportation, cafeteria, records management, and company events.

- Streamline administrative processes to improve service delivery, leveraging technology to enhance productivity and reduce administrative burdens.

- Ensure robust administrative policies and procedures are in place to support organizational needs, providing clear guidelines on procurement, travel, and expense management.

- Lead initiatives to improve the employee experience related to administrative services, including enhancing workplace amenities and services.

- Handle various processes related to vendor management including oversight and governance.

6. Security and Safety:

- Oversee the development and implementation of comprehensive security policies and protocols to protect the organization's physical and digital assets.

- Direct physical security operations, including access control, incident response, emergency preparedness, and surveillance systems.

- Collaborate with IT and legal teams to ensure that information security measures meet industry standards and regulatory requirements.

- Monitor and mitigate security risks, managing relationships with third-party security providers and coordinating with local law enforcement as needed.

- Lead occupational health and safety initiatives to promote a safe working environment across all facilities.

7. Transition and offshoring initiatives:

- Partner with the Executive Committee and their leadership teams to identify opportunities, functions and roles that can be transitioned to India, assessing business needs and developing implementation plans.

- Support global CAO functions by providing leadership on special projects and strategic initiatives that drive efficiency and governance improvements.

- Collaborate with Business controls team ensuring consistency in implementation & testing of controls, and compliance across operations.

- Lead the establishment of offshoring capabilities in India, including setting up local infrastructure, managing legal and compliance requirements, and recruiting local talent.

- Collaborate with business leaders to ensure seamless transition of roles to India, addressing training, knowledge transfer, and integration challenges.

- Monitor the progress of transition initiatives, providing regular updates to the Executive Committee and adjusting strategies as necessary to meet business objectives.

8. Leadership and team development:

- Lead and mentor a high-performing team of administrative, facilities, and security professionals, setting a clear vision and providing guidance on achieving strategic objectives.

- Establish clear roles and responsibilities within the team, conducting regular performance evaluations and fostering professional development.

- Promote a culture of collaboration, innovation, and continuous improvement, encouraging team members to identify and act on opportunities for enhanced efficiency.

- Drive change management initiatives to support organizational transformation, providing leadership during periods of restructuring or process improvement.

9. Stakeholder engagement and communication:

- Act as a liaison between the Leadership Team and various administrative departments, facilitating communication and ensuring alignment on strategic initiatives.

- Engage with key stakeholders, including business leaders, employees, vendors, and regulatory bodies, to understand needs, manage expectations, and foster strong relationships.

- Represent the organization in external meetings, conferences, and negotiations related to facilities, real estate, or security matters, as needed.

Educational Requirements: Graduate in any discipline. Master's degree (MBA or equivalent) preferred.

Work Experience:

- Minimum of 20 years of progressive experience in corporate administration, business management, projects/ program management or strategic planning, with at least 7 years in a senior leadership role.

- Extensive experience overseeing facilities operations, administrative functions, and security management within a multi-site or global organization.

- Experience in first line controls management and oversight on legal matters will be an added advantage.

- Demonstrated success in leading strategic planning initiatives and delivering on operational improvement projects.

- Experience with budget management, financial planning, and cost control within a corporate environment.

Core Competencies and Leadership Attributes

- Strategic Vision: Ability to set long-term strategic goals and align administrative functions to support organizational growth and transformation.

- Operational Excellence: Strong expertise in process optimization, risk management, and implementing best practices to enhance operational efficiency.

- Financial Acumen: Proficiency in budgeting, financial analysis, and resource allocation, with a focus on optimizing return on investment.

- Change Leadership: Skilled at leading organizational change, fostering a culture of innovation, and driving continuous improvement.

- Communication and Influence: Excellent interpersonal and communication skills, with the ability to influence stakeholders at all levels.

- Problem Solving: Advanced problem-solving skills with a track record of identifying and resolving complex operational issues.

- Integrity and Accountability: Commitment to high ethical standards and accountability in all aspects of the role.