Board Assistant at AfriLabs

Job Role & Person- Specification 

• AfriLabs is seeking to recruit a Board Assistant to join the team and provide high-level administrative support to the Board Secretary while taking ownership of deliverables within the department and the organisation extensively.
• To be successful in this role, you should have strong organisational skills, time management and report writing skills.
• The candidate should maintain confidentiality and be highly professional.

Responsibilities: 

Meeting Coordination:

• Schedule and coordinate board meetings, including setting meeting dates, securing venues, and arranging catering if necessary.
• Prepare and distribute meeting notices, agendas, and related materials to board members well in advance.
• Prepare minutes of all meetings.
• Follow up on key decisions made with various departments, groups or organisations.

Documentation and Record Keeping:

• Maintain and organise board-related documents, including minutes, resolutions, bylaws, and corporate records.
• Draft, review, and distribute meeting minutes and other official board documents.

Communication:

• Act as the primary point of contact between the board and the organization’s executives and other staff members.
• Facilitate communication by conveying messages, requests, and decisions between the board and management.

Confidentiality:

• Handle sensitive and confidential information with the utmost discretion and ensure that it remains secure.

Research and Information Management:

• Conduct research on industry trends, regulatory changes, and best practices to provide relevant information to board members.
• Manage and organise digital and physical records to ensure easy access to historical documents.

Travel and Logistics:

• Make travel arrangements for board members attending meetings or conferences, including booking flights, accommodations, and transportation.

Board Governance Support:

• Assist in the development and maintenance of corporate governance policies and practices.
• Provide guidance to board members on governance requirements and responsibilities.

Compliance:

• Ensure that board activities comply with legal and regulatory requirements, including filing necessary documents with regulatory authorities.

Financial Management:

• Oversee the budget for board-related expenses, such as meeting logistics and travel, and track expenditures.

Event Planning:

• Organise special events and activities, such as board retreats or training sessions, as required.

Required Skills, Qualifications & Abilities: 

Qualifications 

• Bachelor’s degree in  Business Administration, International Relations or any other related field.

Experience 

• 2 years experience in Office Management, administrative or secretarial.
• Previous experience in a similar role, preferably in a corporate or nonprofit environment.
• Project Management and Coordination is an added advantage.
• Experience in research and report writing.

Skills 

• Proficiency in office software.
• Strong organizational, communication, and time management skills.
• Discretion and the ability to handle confidential information.
• Knowledge of corporate governance principles and legal compliance.
• Detail-oriented and capable of maintaining accurate records.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing schedules, demanding deadlines and priorities.
• Professionalism and the ability to represent the organization effectively.
• Excellent report and minute writing skills.
• Extensive knowledge and experience with Google Suite Tools.
• A positive and proactive attitude towards work.
• Self-motivated.