Artificial Intelligence (AI) Operations Specialist

Artificial Intelligence (AI) Operations Specialist

The Role

In this role you will be helping teams navigate AI requirements, reduce approval cycle times, improve the quality of submissions, and accelerate value delivery whilst maintaining compliance with enterprise AI policies, regulatory obligations, and responsible AI principles. You will be supporting Technology Operations Function covering Technology Governance, Reporting and Oversight support and administration.

In this role you will

Key Responsibilities

AI Use Case Enablement & Navigation

- Liaise with AI and Generative AI use case owners
- Participate in intake, assessment, approval, and implementation processes
- Support use case classification and determine the appropriate governance pathway
- Improve submission quality to reduce rework and accelerate approvals
- Cooperate with stakeholders on AI governance, risk, and policy requirements

Governance & Risk Coordination

- Ensure alignment with enterprise AI policies, responsible AI standards, and regulatory requirements
- Identify legal, privacy, security, data governance, and third-party risk considerations early in the process
- Coordinate with Risk, Legal, Privacy, Compliance, Cyber Security, and Enterprise AI teams
- Translate governance requirements into practical actions for delivery teams

AI Assessment & Panel Support

- Manage AI use cases through the AI intake Tool
- Review submissions for completeness, quality, and governance readiness
- Support Divisional AI Panels and assessment forums
- Provide support on approval packs, briefing materials, risk summaries, and governance artefacts
- Track actions, decisions, and remediation commitments

Stakeholder Orchestration

- Coordinate the end-to-end AI use case journey, enabling responsible and scalable AI adoption
- Work closely with use case owners to navigate governance requirements, ensure governance readiness, and help move AI initiatives from idea through assessment, approval, and implementation
- Maintain clear communication on use case status, dependencies, risks, and approvals

Tech Operations Support

- Coordinate and administer technology governance forums, leadership meetings, risk committees, and operating reviews
- Develop agendas, meeting materials, briefing packs, and executive summaries
- Capture decisions, actions, risks, and dependencies and track them through closure
- Ensure governance processes, standards, and escalation pathways are consistently applied
- Support the maintenance of Terms of Reference, operating procedures, and governance documentation
- Support monitoring of technology operational health, service performance, and delivery effectiveness
- Track Key Performance Indicators (KPIs), Operational Health Indicators (OHIs) and Objectives and Key Results (OKRs)
- Work closely with the Enterprise Ai intake teams attending working groups and intake office hours when necessary

What it takes

- Experience navigating governance and risk processes within a regulated financial services or technology environment, including coordination across Risk, Compliance, Legal, Privacy, Cyber Security, and Data Governance functions
- Ability to cooperate with business sponsors, technology teams, architects, risk practitioners, and control functions to drive decisions and remove delivery blockers
- Experience preparing governance materials and executive reporting, including briefing packs, risk summaries, committee papers, meeting materials, minutes, action tracking, and decision logs.
- Demonstrable experience operating within governance forums and committees, supporting agenda management, action tracking, risk management, and leadership reporting processes
- Strong programme, PMO, or business management experience, with a track record of coordinating complex workstreams, managing dependencies, tracking outcomes, and maintaining governance artefacts

Special Factors

- Vanguard is not offering visa sponsorship for this position
- This is a hybrid position and would require you to work in the office 3 days per week (Tuesday, Wednesday & Thursday)
- Please note that we review applications on a rolling basis and may close this role early if there is a high level of interest. To avoid missing out, we recommend applying as soon as possible

Why Vanguard?

Vanguard is a different kind of investment company. It was founded in the United States in 1975 on a simple but revolutionary idea: that an investment company should manage its funds solely in the interests of its clients.

This is a philosophy that has helped millions of people around the world to achieve their goals with low-cost, uncomplicated investments.

It's what we stand for: value to investors.

Inclusion Statement

Vanguard’s continued commitment to diversity and inclusion is firmly rooted in our culture. Every decision we make to best serve our clients, crew (internally employees are referred to as crew), and communities is guided by one simple statement: “Do the right thing.”

We believe that a critical aspect of doing the right thing requires building diverse, inclusive, and highly effective teams of individuals who are as unique as the clients they serve. We empower our crew to contribute their distinct strengths to achieving Vanguard’s core purpose through our values.

When all crew members feel valued and included, our ability to collaborate and innovate is amplified, and we are united in delivering on Vanguard's core purpose: to take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.