Job Description

Board Affairs and Meetings Coordination:

• Support the process of ensuring end-to-end meeting preparations, execution, logistical arrangements, and post-meeting actions are effectively and efficiently implemented.

• Coordinate the scheduling and organization of board and committee meetings, ensuring that all logistical details are meticulously planned and executed.

• Support the development of comprehensive agendas under the direction of the supervisor.

• Support the process of distributing meeting materials in a timely and efficient manner, ensuring all board members are well prepared.

• Coordinate activities related to developing and maintaining the Board's annual calendar, scheduling key meetings, events, and activities to align with organizational goals and milestones.

• Ensure efficient documentation of detailed and accurate minutes during board meetings, capturing key discussions, decisions, and action items for future reference.

• Coordinate the review and approval process for minutes and decisions, ensuring accuracy and adherence to governance standards.

• Review board meeting packs for formatting consistency and adherence to submission guidelines and governance standards.

• Develop, maintain, and apply knowledge of protocol and best practices for meetings and scheduling.

• Develop and maintain board member profiles, preference files, contact lists, guest lists, orders of precedence, seating arrangements, and other protocol-related information.

• Assist in liaising with senior leadership and external stakeholders on matters related to board and committee meetings to ensure standards are met and best practices are followed.

• Coordinate translation and interpretation requirements to ensure the accurate translation of materials and communications as needed.

• Perform designated governance and coordination responsibilities as assigned by the supervisor and in accordance with approved internal procedures.

• Provide quality assurance and analyze board-related documents to assess significance and impact in support of decision-making processes.

• Conduct desktop research to inform board agenda development and decision-making, aligned with organizational objectives and governance practices.

• Conduct desktop research, review professional publications from various sources, and extract and summarize information relevant to assigned tasks to expand subject matter knowledge.

• Conduct research to obtain information and prepare briefing materials requested by the Board, Committees, and senior leadership.

• Analyze data to provide statistics on meeting trends and processes and support the development and implementation of innovative solutions to improve efficiency.

• Contribute to the maintenance and development of tracking tools for meeting outcomes to support agenda development and provide detailed information on meeting actions, resolutions, and committee decisions for follow-up purposes.

• Support the development and implementation of tailored engagement plans for board members, fostering strong relationships and active participation.

Performance Evaluation and Improvement:

• Support organizing and facilitating board evaluations and assessments.

• Contribute to the analysis of board evaluation feedback to identify areas for improvement and support implementation of action plans to enhance board effectiveness.

Confidentiality and Compliance:

• Uphold the highest standards of confidentiality and integrity in all board-related activities and communications.

• Ensure compliance with organizational policies, governance frameworks, and applicable legal requirements.

• Maintain accurate and up-to-date records of all board activities, ensuring transparency and accountability.

• Other reasonable tasks as assigned by the supervisor.

Minimum Knowledge, Skills & Experience

• Bachelor's degree in a relevant field such as Law, Business Administration, International Relations, or a related discipline.

• 2-5 years of relevant full-time work experience.

• Familiarity with corporate governance and board administration practices is desirable.

• Knowledge of board governance, board meeting operations, and board records management.

• Exceptional communication, organizational, and time-management skills.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Strong analytical and research skills.

• Excellent interpersonal skills with the ability to engage effectively with senior executives and stakeholders.

• High degree of professionalism, discretion, and confidentiality.

• Strong attention to detail and commitment to accuracy and quality.

• Proactive and able to work independently with minimal supervision.

• Excellent writing skills with the ability to draft and edit a variety of reports and communications and articulate ideas clearly and concisely; Arabic proficiency is an advantage.

• Proficiency in MS Office applications.