Sr. Board specialist

Job Description

Role Purpose

The Sr. Board specialist is responsible for board and committee meeting preparation covering meeting logistics, meeting agenda, and minutes preparation, Specialist is responsible for supporting, monitoring, and reporting on project delivery, providing regular status updates on the progress of the assigned project, and follow up in board resolutions and directions.

• Documenting the General Board and Committee meetings and preparing minutes and resolutions, recording the decisions of the Board and its Committees voting results and retaining them in a special and organized register.
• Presenting the draft minutes to the General Board and Committee members to provide their opinions on them before arranging for the minutes to be signed by all of the attending members.
• Ensuring that the Board and Committee members receive, fully and promptly, a copy of the finalized minutes of the meetings as well as the information and documents related to the Board
• Monitoring and tracking General Board and Committee actions and ensuring these are communicated to relevant individuals, departments and/or forums within the General Board.
• Providing the General Board members with the agenda of the General Board meeting and related worksheets, documents and information and any additional information related to the topics included in the agenda items, requested by any General Board member.
• Preparing the annual calendar for the General Board and Committees meetings in line with charters and rules approved by the General Assembly or the General Board.
• Notifying the General Board and Committee members of the dates of the meetings within sufficient time prior to the date specified for the meeting.
• Preparing and issuing notices of meetings and distributing proxy forms.
• Assisting directors to prepare for any Capital Owner questions, including the creation of briefing Materials

KEY ACCOUNTABILITIES & ACTIVITIES

Administrative Responsibilities

• Conduct and execute activities, with minimal supervision, in accordance with the defined job role.
• Support in the implementation and execution of policies and procedures during day-to-day activities and operations
• Work alongside other team members and actively contribute to building a productive and open work environment

Functional Responsibilities

• Carry out board and committee meeting preparation including Board meeting logistics, invitations, meeting agenda, and board pack in compliance with corporate procedures
• Prepare, document, and maintain board meeting minutes, resolutions, and directions, reflecting the proper format and required level of detail
• Maintain a full up-to-date contact list of Board members including board members' bios, where appropriate
• Coordinate with the board liaison officer in each of the entities, projects, and initiatives as it relates to records storage and access, and carry out operations accordingly
• Escalate any noncompliance with the board charter and governance policies surrounding Board meetings (e.g. quorum) to superior for resolution
• Provide general support to the Board members to access relevant information and participate in induction training for new board members

BACKGROUND, SKILLS & QUALIFICATIONS

Knowledge, Skills and Experience

• Bachelor’s degree in Business Administration, Corporate Law, Finance or equivalent is preferred, entry level or a minimum of 2/3 years of related experience

• Proficiency in English and Arabic Language is required