Job Purpose
To support the effective functioning of the Board of Directors and its Committees by providing professional Board secretarial and administrative support, ensuring effective information flow between the Board, its Committees and Management, and maintaining accurate and complete Board records.
The Board Secretary acts as a key point of coordination for the Chairman and Board members and ensures that Board and Committee meetings, documentation, decisions and follow-up actions are effectively managed.
Main Responsibility
- Coordinate and organize Board, Board Committees and shareholder meetings, including meeting schedules, agendas, papers and supporting documents.
- Ensure Board and Committee members receive meeting materials and relevant information on time.
- Attend meetings and prepare accurate minutes capturing key discussions, decisions, resolutions, voting results and any reservations raised by members.
- Circulate draft minutes for review and ensure final approved minutes and resolutions are properly signed, recorded and maintained.
- Maintain complete and organized records of Board and Committee meetings, resolutions, decisions, reports and related documentation.
- Ensure effective information flow and communication between the Board, its Committees and Management.
- Communicate Board and Committee decisions and actions to the relevant Management members and departments.
- Maintain and follow up on Board and Committee action items and provide updates on outstanding matters when required.
- Facilitate the induction and onboarding of newly appointed Board members in coordination with the Chairman and relevant departments.
- Coordinate the annual Board training plan, including arranging training sessions and maintaining training records.
- Provide administrative and secretarial support to the Chairman and Board members in matters relating to the functioning of the Board.
- Maintain strict confidentiality and ensure the secure handling and retention of Board and Committee information and documentation.
- Carry out other Board secretarial duties and instructions assigned by the Chairman or Board of Directors.
Area of Knowledge
- Strong knowledge of Board and Committee meeting procedures.
- Knowledge of Board secretarial and company secretarial practices.
- Understanding of the roles and responsibilities of the Board of Directors and Board Committees.
- Knowledge of preparation and maintenance of Board agendas, minutes and resolutions.
- Knowledge of statutory and regulatory requirements relevant to Board administration.
- Strong knowledge of document control, record keeping and confidentiality requirements.
- Excellent knowledge of Microsoft Office and relevant meeting/Board administration systems.
Education
Bachelor's Degree in Law, Business Administration or a related discipline
Experience
Minimum of 3 years of experience in relevant Board Secretariat, Corporate Governance, Company Secretarial, or Legal roles.
