Secretary Board

Role Purpose

The Secretary, Governance & Board is responsible for providing comprehensive administrative and logistical support to the Board of Directors, its Committees, and the Group Executive Management team. This role is essential in ensuring the smooth and efficient functioning of the governance framework, enabling the Board to focus on high-level strategic decision-making and oversight. By managing the planning, coordination, and documentation of all board and committee activities, the Secretary plays a crucial role in promoting effective corporate governance and compliance across the Albawani group.

Key Accountabilities

Key Activities

Board and Committee Meeting Coordination

• Act as the main point of contact and liaison to the Board of Directors, providing comprehensive administrative support
• Manage the logistics of Board and committee meetings, including scheduling, developing agendas, compiling and distributing meeting materials, and taking and distributing meeting minutes
• Ensure timely and accurate distribution of Board and committee meeting materials to members
• Coordinate with internal and external stakeholders to gather and prepare information for Board and committee meetings
• Manage the Board and committee meeting calendar and schedule, including any changes or special meetings
• Maintain comprehensive records of Board and committee meetings, including attendance, decisions, and action items

Board Member Onboarding

• Implement the onboarding program for new Board members, including orientation, introductions, and training on governance practices
• Coordinate and facilitate ongoing educational sessions and training for Board members on relevant governance topics, trends, and best practices
• Serve as a primary point of contact for Board members, addressing inquiries and providing support as needed
• Maintain a Board member information repository, including biographies, expertise, and committee assignments

Shareholder and Stakeholder Communications

• Serve as the primary point of contact for the Board of Directors, providing timely information and addressing inquiries
• Collaborate with the Group CEO, Executive Management, and other key stakeholders to facilitate effective communication and decision-making
• Support the preparation of shareholder communications related to governance, such as the proxy statement, annual report, and other disclosures
• Coordinate the logistics of annual shareholder meetings and any special shareholder events
• Assist in the development and distribution of governance-related communications to other key stakeholders, such as regulatory bodies and industry groups
• Manage the governance section of the organization's website and ensure information is accurate and up-to-date

Governance Documentation and Record-Keeping Trend Monitoring

• Assist in the development and implementation of governance policies, procedures, and best practices across the Albawani group
• Monitor compliance with regulatory standards, the Articles of Association, and the Board's Terms of Reference
• Maintain comprehensive and organized records of the organization's governance-related documents, including policies, charters, and other governance materials
• Ensure the proper archiving and retention of Board and committee meeting minutes, resolutions, and other governance-related records
• Support the development and updating of governance-related policies, procedures, and frameworks
• Assist with the preparation of governance-related reports and presentations for leadership and other stakeholders

Necessary Knowledge and Experience

- Extensive experience in a board, corporate secretarial, or governance support role

- Strong understanding of corporate governance principles, frameworks, and leading practices

- Excellent organizational, administrative, and project management skills

- Proficiency in managing the logistics of Board and committee meetings

- Effective communication and interpersonal skills, with the ability to collaborate with diverse stakeholders

- Attention to detail and a commitment to accuracy and confidentiality

Education and Certification Minimum Requirements

- Bachelor's degree in business, public administration, or a related field

- 3-5 years of experience in a governance, corporate secretarial, or board support role

- Relevant professional certifications (e.g., Certified Corporate Governance Professional, Certified Administrative Professional) are preferred

Job Specific Technical Skills

- Proficiency in using governance-related software and tools (e.g., board management platforms, document management systems)

- Ability to utilize collaboration and communication platforms (e.g., video conferencing, secure document sharing)

- Strong skills in office productivity software (e.g., Microsoft Office, Google Workspace)