Board Secretary

Job Purpose

The Board Secretary plays a critical role in supporting the Board of Directors and its committees by ensuring efficient meeting operations, maintaining compliance with legal and regulatory standards, and managing accurate corporate records. This role facilitates decision implementation, coordinates Board communications, and safeguards the integrity of corporate governance documentation.

Key Responsibilities

Board and Committee Coordination

• Prepare and distribute agendas, meeting materials, and accurate minutes for Board and committee meetings.
• Ensure timely follow-up on decisions and action items from Board meetings.
• Schedule and organize meetings, handling all logistics and ensuring all stakeholders are well-prepared.

Compliance and Documentation

• Ensure that all corporate legal documents are compliant with relevant laws, regulations, and internal policies.
• Maintain and regularly update governance documents, including regulatory filings, charters, and internal policies.
• Monitor changes in corporate governance legislation and adjust company practices accordingly.
• Archive and maintain complete and accurate records of meetings, resolutions, and related legal documents.
• Prepare shareholder meeting documentation and assist in other corporate disclosures and filings.

Communication Management

• Act as the key liaison between the Board, executive leadership, shareholders, and regulatory authorities.
• Facilitate clear, secure, and confidential communication of Board decisions and directives.
• Handle Board-related inquiries from internal and external stakeholders with professionalism and discretion.

Strategic Support

• Assist in preparing annual reports, shareholder communications, and strategic documentation reflecting Board activities.
• Contribute to special projects and governance-related initiatives by providing research, analysis, and document support.

Qualifications

Knowledge

• Strong understanding of corporate governance frameworks and legal requirements.
• Knowledge of regulatory compliance related to corporate secretarial duties.
• Familiarity with board operations, corporate filings, and record-keeping best practices.

Education

• Bachelor’s degree in Business Administration, Law, or a related field.
• Professional certification (e.g., Chartered Secretary, Corporate Governance Certificate) is preferred.

Experience

• Minimum of 5 years of experience in a corporate secretarial or governance-related role.
• Demonstrated success in managing Board and committee communications, logistics, and records.
• Experience working with senior executives, Board members, and external regulators is highly valued.

Core Competencies

• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Meticulous attention to detail
• High level of discretion and ability to handle confidential information
• Problem-solving and analytical thinking
• Strong interpersonal skills with the ability to work across functions and levels