Specialist - Board Management Office

JOB SUMMARY

The Specialist - Board Management Office is responsible for ensuring the efficient operation of the board of directors' activities, including meeting logistics, documentation, and communication. The post holder closely collaborates with board members, executive leadership, and other stakeholders to support effective corporate governance.

KEY ROLE ACCOUNTABILITIES

Board Meeting Management

• Schedules and coordinates board meetings, including setting agendas, securing meeting locations, and distributing notifications of the meetings.
• Ensures timely distribution of meeting materials, reports, and relevant documents to board members in a timely manner and all confidentiality and quality standards are maintained at all times.
• Ensures official documentation including Chairperson’s Decisions and Resolutions are officially recorded and archived as outlined in the Sidra Bylaws. 

Meeting Support

• Attends board meetings to take accurate minutes, record decisions, and document discussions where required.
• Compiles meeting minutes and distributes them promptly to board members and other relevant parties.  Follow up on actions and decisions in a timely manner.
• Assists in the preparation of presentation materials and reports for board and associated meetings.
• Oversees and administers the day-to-day activities of the Board Management Office, including the management of board meeting logistics, (catering, AV equipment, visas and any necessary travel arrangements, ensuring they are within the Board Management Office budget.

Board Governance and Compliance

• Stays up-to-date with corporate governance regulations and compliance requirements.
• Assists in maintaining board policies, bylaws, and charters, and suggests improvements where necessary.
• Coordinates with legal and compliance teams to ensure all documentation submitted to the Board and Standing Committees are in compliance to regulations and disclosure requirements.

Communication and Correspondence

• Acts as a liaison between the board of directors and executive leadership, including liaison with relevant Government bodies and external stakeholders.
• Handles incoming and outgoing correspondence on behalf of the board and keeping up-to-date records, as necessary.
• Assists in drafting and editing board-related documents, resolutions, and reports.

Board Development and Training

• Facilitates board orientation and training for new Governors and ensuring all necessary documentation in relation to the onboarding is up-to-date.
• Organizes continuing education opportunities for board members to enhance their governance skills, in liaison with the Board Secretary.

Board Portal Management

• Maintains and updates the board portal or document management system for secure storage of board-related documents as outlined in the Sidra Bylaws.
• Trains board members and executives on using Boardworks software and ensures all meeting documentation is uploaded as necessary. 

Stakeholder Engagement

• Collaborates with various departments to gather information and data required for board presentations and reports, to ensure deadlines are met.
• Assists in managing relationships with external stakeholders and shareholders as required.

QUALIFICATIONS & EXPERIENCE

Education

Bachelor’s degree in Business Administration, Management or related field

Experience

10+ years progressive Secretarial/PA experience or Board Management experience