Job Summary

The Board Secretary serves as the primary liaison between the Board of Directors, executive management, and shareholders, ensuring smooth governance practices, accurate record-keeping, and compliance with legal and regulatory requirements. The role is responsible for managing all Board-related activities, including meetings, minutes, documentation, corporate governance frameworks, and statutory obligations. The Board Secretary ensures the Board operates effectively, and that its decisions are implemented in alignment with corporate governance standards and organizational strategy.

Key Responsibilities

Board & Governance Support

• Organize, schedule, and coordinate all Board of Directors’ and committee meetings.
• Prepare and distribute agendas, minutes, papers, and reports to Board members in a timely manner.
• Ensure Board decisions and resolutions are properly recorded and tracked for implementation.
• Provide guidance to the Board on governance, compliance, and statutory obligations.
• Act as a trusted advisor to the Board Members on corporate governance matters.
• Facilitate effective communication and information flow between Board members, committees, and management.

Corporate Governance & Compliance

• Ensure compliance with applicable laws, regulatory frameworks, and corporate governance codes.
• Maintain statutory registers and ensure timely filing of returns and reports with regulators.
• Safeguard confidentiality of all Board documents and discussions.
• Monitor changes in relevant legislation and governance best practices, and advise the Board accordingly.

Shareholder & Stakeholder Management

• Serve as the point of contact for shareholders on governance and compliance-related matters.
• Coordinate annual general meetings (AGM) and extraordinary general meetings (EGM).
• Prepare and circulate shareholder communication, including notices, resolutions, and reports.
• Support transparent and ethical engagement with regulators, auditors, and external stakeholders.

Administration & Record-Keeping

• Maintain accurate and secure records of all Board activities, resolutions, and corporate documents.
• Manage the secure archival of corporate and legal documentation.
• Oversee Board evaluations and governance reviews.
• Ensure that Board members receive induction, training, and ongoing updates to fulfill their duties effectively.

Job Knowledge & Skills

• In-depth knowledge of corporate governance frameworks, legal, and regulatory compliance.
• Strong understanding of company law, regulatory filings, and corporate secretarial practices.
• Excellent organizational and project management skills.
• Exceptional written and verbal communication abilities.
• High level of integrity, discretion, and confidentiality.
• Strong interpersonal skills to manage relationships with Board members and external stakeholders.
• Proficiency in Board management software and MS Office Suite.

Job Experience

• Minimum of 10 years of professional experience, with at least 5 years in a senior company secretarial or governance role.
• Prior experience in supporting Boards and C-suite executives is essential.
• GCC or international corporate governance experience is a strong plus.

Education & Certification

• Bachelor’s degree in Law, Business Administration, Corporate Governance, or related field (required).
• Master’s degree in Business Administration or Corporate Law (preferred).
• Professional certification such as ICSA/CGI (Chartered Governance Institute), Corporate Secretary Certification, or equivalent is highly desirable.