The role of the Board Secretary is to provide administrative support to the board of directors and ensure the efficient functioning of board meetings and related activities. This includes managing board documentation, organizing meetings, and maintaining accurate records of board proceedings. Additionally, the Board Secretary is responsible for implementing all necessary policies and procedures to ensure the company's compliance with applicable laws and regulations.
About the Role
The Board Secretary plays a crucial role in facilitating the smooth functioning of the Board of Directors and ensuring that all operations are conducted in accordance with established standards and procedures.
Responsibilities
-
Provides complete secretarial and administrative services to the Board of Directors.
-
Manage the share register and the membership records of the Board and management.
-
Organize and store all data to ensure quick and easy access to the most recent information at all times.
-
Maintain an up-to-date record of board resolutions, policies, and by laws.
-
Board of Directors Meetings and Support:
-
Coordinate with management to prepare the agenda for the Board meeting, ensuring it is approved by the Chairman of the Board.
-
Organize and coordinate Board meetings by circulating invitations and gaining consensus on agenda items to be prioritized.
-
Manage the board's calendar and help coordinate board member activities.
-
Ensure that decisions made by the Board and committees are communicated to all relevant parties.
-
Simplify the process of getting new board members up to speed and keep track of board member information.
-
Coordinate the logistics for meetings as needed and ensure that minutes are accurately recorded and distributed.
-
Keep the Board and committee members updated on all matters relevant to the business.
-
Provide guidance and assistance, as needed, in developing materials and packages for the Board/Committees.
-
Prepare the annual remuneration for the Board and Committees.
-
Manage the Annual Shareholders General Assembly.
-
Manage the preparations for holding elections to the Board and the nomination of the Committees.
-
Assist in creating committee reports that are both timely and accurate, to be presented to the Board every quarter.
-
Prepare the Governance Section of the annual Board report in accordance with constitutional requirements.
-
Follow all relevant department policies and procedures so that work is carried out in a controlled and consistent manner.
-
Contribute to the identification of opportunities for continuous improvement of processes and practices, work processes, cost effectiveness and productivity enhancement.
-
Ensure that the company is aligned with rules and regulations of the CMA as part of the governance practice.
-
Manage the disclosure and communication related to the Board and General Assemblies with regulatory (CMA & Tadawul).
Qualifications
-
Bachelor's degree or equivalent.
-
Preferred master’s degree in business administration.
-
Minimum of 10 years of relevant experience.
Required Skills
-
Strong organizational and time management skills with the ability to multi-task.
-
Excellent written and verbal communication abilities.
-
Attention to detail and ability to maintain confidentiality.
-
Proficiency in using productivity tools and software.
Equal Opportunity Statement
We are committed to diversity and inclusivity in our hiring practices.