Board Secretary

About the Role

We are hiring on behalf of a leading diversified group headquartered in Abu Dhabi. The company is seeking an experienced Board Secretary to support the Chairman and Board of Directors in all governance, compliance, and administrative matters. This role is pivotal in ensuring effective board operations, maintaining high standards of corporate governance, and acting as the key liaison between the Board, executive management, regulators, and shareholders. The Board Secretary will play a critical part in shaping governance frameworks and supporting leadership across the group and its subsidiaries.

Job Description:

• Coordinate scheduling of board and committee meetings across the group

• Prepare and distribute meeting agendas, board packs, and supporting documentation

• Record accurate minutes of board, committee, and shareholder meetings

• Track and follow up on board resolutions and assigned action items

• Maintain up-to-date records of board and committee decisions

• Ensure compliance with relevant corporate, securities, and investment regulations

• File statutory documents (e.g., annual returns, director changes, resolutions) timely

• Maintain statutory registers (directors, shareholders, beneficial owners, etc.)

• Advise the board and management on corporate governance frameworks and updates

• Ensure adherence to the company’s constitution, shareholder agreements, and internal policies

• Facilitate onboarding and orientation of new board members

• Assist in preparation and execution of board evaluations and governance reviews

• Prepare and deliver Board Assessment Reports for performance reviews and continuous improvement

• Develop and coordinate training programs and materials for board members to enhance governance competencies

• Draft, maintain, and update Board Committee Charters in alignment with regulatory requirements and corporate strategy

• Manage the annual collection and review of Conflict-of-Interest Declarations for board and executive members

• Act as the primary liaison with regulators and external legal counsel

• Organize and coordinate Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs)

• Draft and issue notices, proxy forms, resolutions, and minutes for shareholder meetings

• Manage shareholder communication and respond to shareholder queries

• Safeguard confidential company and board information with integrity and discretion

• Oversee secure management of governance-related physical and digital records

• Monitor changes and developments in corporate governance, compliance, and regulations

• Support risk, audit, and compliance committees with relevant documentation

• Assist in development and implementation of governance-related policies and procedures

• Participate in internal control and risk assessment processes where applicable

Required Knowledge, Skills, and Abilities:

• Strong organizational and project management skills.

• Excellent written and verbal communication skills.

• High attention to detail and integrity.

• Ability to manage confidential information with discretion.

• Sound judgment and the ability to influence and advise senior stakeholders.

• Experience with cross-border investments, joint ventures, or multinational governance structures.

• Familiarity with capital markets regulations and private equity structures.

• Proficiency with board management software (e.g., Diligent, BoardEffect).

Education and Experience:

• Bachelor’s degree in Law, Business, or a related field.

• ICSA/CGI qualification preferred.

• 5–10 years’ experience in corporate governance or company secretarial roles, ideally in investment or financial services.

• Strong knowledge of corporate law and governance best practices.