Manager - Board Secretary

Job Description

Job Description Manager - Board Secretary - ( 2420220Y )

Description

Managerial

Responsibilities
- Manages and controls the operating framework for the Board Secretary department, provides guidance and support, ensures implementation and review of work processes in order to achieve high performance standards and continuous improvement.

Core

Responsibilities
- Supervise arrangement of all calendar meetings and bookings for the Board of Directors and the Annual General Shareholders Meeting in order to ensure meeting arrangements requirements are met with utmost efficiency.
- Draft the topics of the agenda for the meetings as directed by the Board Secretary and the management on behalf of the Board and prepare minutes of meetings as required to ascertain all relevant topics are captured in the notes of the meetings.
- Provide efficient personal assistance and correspondence support to the Board Secretary, routing correspondence as necessary and taking initiative in drafting replies, whenever required to ensure that all communications within the company in relations to the Board Secretary’s Office are dealt with effectively and professionally.
- Prepare and compile papers/documentation, including project and departmental related reports and documents, for the Board Secretary, ensuring they are completed and prepared in time for meetings and discussions.
- Document all meeting resolutions, maintain and produce an accurate record of corporate level meetings, highlighting decisions, action items and review those with the members to ensure continuity and finalization of important issues.
- Maintain a time management system and diary for setting and arranging appointments to ensure time conflicts are avoided and commitments are met.
- Ensure all official flight and hotel bookings for the Board of Directors and stc management are carried out in a smooth and error free manner to ensure an effective service provision with respect to the Board’s and related.
- Liaise with the CEO’s Office to effectively respond to Board Secretary Office related requests, whenever required, and any internal queries in order to ensure smooth processing of all key administrative transactions and to provide value added contribution to the overall efficiency and effectiveness of the company.
- Ensure safe custody and archiving of the minutes of Board of Directors meetings and make them available for statutory audit inspections by Government officials to ascertain their availability as required.
- Ensure all coordination between the Board of Directors, Board Secretary, and stc management are documented as required and effective measures are taken to safe guard all necessary information exchanged between the Board Secretary Office and stc Management to provide all support to the Board and stc on official matters.
- Ensure enough petty cash is available in the Board Secretary’ Office to meet immediate concerns as required.
- Contribute to the identification of opportunities for continuous improvement of section systems, processes and practices while taking into account international best practice, improvement of business processes, cost reduction and productivity improvement.

People

Management

Responsibilities

- Ensures high level of employee engagement and capability development by providing on-going feedback and coaching to team members within the department in order to ensure creation of a learning culture within stc.

Qualifications

Managerial

Responsibilities

- Manages and controls the operating framework for the Board Secretary department, provides guidance and support, ensures implementation and review of work processes in order to achieve high performance standards and continuous improvement.

Core

Responsibilities
- Supervise arrangement of all calendar meetings and bookings for the Board of Directors and the Annual General Shareholders Meeting in order to ensure meeting arrangements requirements are met with utmost efficiency.
- Draft the topics of the agenda for the meetings as directed by the Board Secretary and the management on behalf of the Board and prepare minutes of meetings as required to ascertain all relevant topics are captured in the notes of the meetings.
- Provide efficient personal assistance and correspondence support to the Board Secretary, routing correspondence as necessary and taking initiative in drafting replies, whenever required to ensure that all communications within the company in relations to the Board Secretary’s Office are dealt with effectively and professionally.
- Prepare and compile papers/documentation, including project and departmental related reports and documents, for the Board Secretary, ensuring they are completed and prepared in time for meetings and discussions.
- Document all meeting resolutions, maintain and produce an accurate record of corporate level meetings, highlighting decisions, action items and review those with the members to ensure continuity and finalization of important issues.
- Maintain a time management system and diary for setting and arranging appointments to ensure time conflicts are avoided and commitments are met.
- Ensure all official flight and hotel bookings for the Board of Directors and stc management are carried out in a smooth and error free manner to ensure an effective service provision with respect to the Board’s and related.
- Liaise with the CEO’s Office to effectively respond to Board Secretary Office related requests, whenever required, and any internal queries in order to ensure smooth processing of all key administrative transactions and to provide value added contribution to the overall efficiency and effectiveness of the company.
- Ensure safe custody and archiving of the minutes of Board of Directors meetings and make them available for statutory audit inspections by Government officials to ascertain their availability as required.
- Ensure all coordination between the Board of Directors, Board Secretary, and stc management are documented as required and effective measures are taken to safe guard all necessary information exchanged between the Board Secretary Office and stc Management to provide all support to the Board and stc on official matters.
- Ensure enough petty cash is available in the Board Secretary’ Office to meet immediate concerns as required.
- Contribute to the identification of opportunities for continuous improvement of section systems, processes and practices while taking into account international best practice, improvement of business processes, cost reduction and productivity improvement.

People

Management

Responsibilities

- Ensures high level of employee engagement and capability development by providing on-going feedback and coaching to team members within the department in order to ensure creation of a learning culture within stc.

Primary Location

: Kuwait-stc Head Office