Manager - Board Secretariat

Job purpose:

As the Board Secretary Manager (Arabic Speaking) you will manage the provision of comprehensive administrative and secretarial support including planning meetings, distributing meeting materials, building agendas, recording minutes in Arabic or English, preparing power point presentations and reports, ensuring the organization remains in compliance with Central Bank regulations and federal laws, and serve as the official record keeper and advisor to aid board directors in fulfilling the Company’s objectives.

Duties and responsibilities:

• Managing meetings, taking minutes, preparing presentations and reports, consolidating the information received from different stakeholders and members of senior leadership.
• Ensure that Board procedures are fully complied with and advising the Board of Directors on all Corporate Governance related matters.
• Keep an accurate register of Company’s shareholders and the minutes of the board and general assembly meetings in accordance with the applicable law.
• Follow the instructions on the improvement of Corporate Governance framework to ensure compliance with laws, regulations, SCA Governance rules and ensure producing the annual corporate governance report on a timely basis.
• Prepare annual calendar in accordance with the Company’s Articles of Association and applicable regulations.
• Ensure meetings are effectively organized and minuted.
• Ensure that the scheduling of the board meetings is undertaken in alignment with the stated priorities with an aim to manage the available time in an efficient manner.
• Articulate agendas, briefing materials and prepare presentations and dashboards as needed to provide administrative support to the Board members prior to the meetings.
• Prepare minutes of meetings, board resolutions and notes in order to document the discussion/outcomes/action points for future reference.
• Ensure follow-up of action points post completion of meetings and track progress on various internal projects/initiatives from senior leadership members to keep the board members up to date with internal developments.
• Obtain information and documentation from internal as well as external stakeholders to enable overviews of the organizational operations.
• Review documentation being managed within the board office in order to ensure that the content is technically accurate, and conducts quality checks, as required for documents requiring the board members signoff.
• Oversee the incoming correspondence and review of content, as required. Also, to ensure that all such correspondence is prioritized suitably.
• Maintain records to preserve an up-to-date database for any internal/external customers.
• Ensure maintenance of physical security as well as confidentiality and safety of critical documents.
• Oversee preparations of all events being directed to ensure event administration conducted as per the protocols, security and established standards for the Company.
• Keep abreast with any governmental/official protocols/procedures associated with receiving distinguished guests, special and VIP to ensure completion of necessary preparations and arrangements prior to their arrival.
• Undertake project coordination while providing support and coordination and following up throughout the lifecycle of the projects.
• Manage internal communications and correspondence.
• Take minutes of meetings, board resolutions and notes in order to document the discussion/outcomes/action points for future reference.
• Ensure follow-up of action points post completion of meetings and racks progress.
• Oversee preparations of all events and ensure event administration asper the protocols, security and the standards.
• Ensure that the meetings of the Board and board Committees are run efficiently, and resolutions of the Board are actioned on a timely basis.
• Ensure documentation for consideration by the Board and board Committees is developed and circulated in a timely and effective manner.
• Coordinate, organize and attend meetings of the Board and shareholders, ensuring that correct procedures are followed, drafting and maintaining minutes of Board meetings.
• Distribute Board resolutions in an appropriate and timely manner and arry out the instructions/decisions of the Board.
• Maintain the upmost level of confidentiality and discretion of all information pertaining to the Board and Committees.
• Coordinate with board members and top officials with the aim of completing necessary preparations and maintaining relationships with key external stakeholders.
Demonstrate behaviors that embrace the Company’s values.

Qualifications:

• Degree in Law / Certification in Company Secretary / Corporate Governance
• Proficient in Microsoft Word, PowerPoint and Excel
• Fluent in English and Arabic , verbal and written communication.
Strong understanding of UAE Authorities Rules and Regulations pertaining to Public Joint Stock Companies

Experience, knowledge and skills:

• Minimum 5 to 10 years’ experience in managing secretarial and administrative functions of public joint stock company boards.
• Deep experience and solid knowledge in corporate governance practices in public joint stock companies, CG regulations, CG compliance, CG disclosures and annual reports, Policies, TORs and Minutes quality.
• Possess strong knowledge of corporate governance concept such as managing conflicts of interest and related parties’ transactions.
• Experience in database structures, reporting tools and computer systems.
• Proficiency in word, excel, power point.
• Knowledge of Administration Practices
• Government Administration Protocol Knowledge
• Scheduling and Logistics Management
• Government Security Protocols
• Documentation Management
• Manage Corporate Governance Framework
• Efficient time-management and writing skills.