Secretary To The Board Of Directors (Bod)

Position Summary:

The Secretary to the Board of Directors is responsible for ensuring the effective management of the organization's governance structures and processes. This role involves organizing and facilitating board meetings, maintaining records, ensuring compliance with legal and statutory requirements, and acting as a point of communication between the Board members and the organization.

Key Responsibilities:

• Meeting Coordination:

Schedule, organize, and facilitate all board meetings and board committee meetings, including preparing agendas in collaboration with the Chairperson, distributing meeting materials, and managing logistics.

• Record Keeping: 

Accurately record minutes of all board meetings, ensuring they reflect the discussions and decisions made. Maintain and secure all board-related documents and records, including minutes, resolutions, and governance documents.

• Compliance and Governance: 

Ensure the organization complies with legal, statutory, and regulatory requirements. Keep abreast of changes in governance regulations and advise the Board on governance best practices.

• Communication:

Serve as the primary point of contact between the Board members and the organization. Facilitate communication, distribute information as required, and ensure board members have access to necessary documents and reports to fulfill their duties.

• Board Member Support:

Assist with the orientation of new board members, provide them with relevant documents and information to understand their role and the organization's operations. Support board members in fulfilling their governance role.

• Documentation and Reporting:

Prepare and distribute board papers, reports, and executive summaries. Ensure all necessary documentation for board decisions and actions is completed and filed appropriately.

• Confidentiality:

Maintain the highest level of confidentiality regarding board matters and sensitive organizational information.

• Travel Arrangement:

Handle travel arrangement including ticket booking, accommodation arrangement, settlement service and documentation record keeping. 

Qualifications:

• Bachelor’s degree in Business Administration, Law, or related field. A Master’s degree or professional qualifications in corporate governance is a plus.
• Proven experience as a Board Secretary or similar governance role.
• Strong understanding of corporate governance principles and regulatory requirements.
• Excellent organizational skills, with an ability to manage multiple tasks and prioritize effectively.
• Strong communication and interpersonal skills, capable of working with high-level executives and board members.
• Attention to detail and a high degree of discretion and confidentiality.
• Proficiency in office software and board management software.