Board Secretary at Atlantic Hall Schools

JOB OPPORTUNITY

Board Secretary

The Board Secretary records meetings and conference calls and distributes this information appropriately. The Board Secretary assists in preparing agendas and serves as the archivist in making sure all historical records and documents are filed and kept up to date.

Qualifications, Experience, Skills and Competencies

• First degree in Secretarial Studies, Mass Communication, English or any other discipline.
• Minimum of ten (10) years’ experience in a reputable organization.
• Not less than 35 years old.
• Excellent verbal and written communication skills
• A company secretarial (professional qualification) would be an added advantage.
• Candidate must be matured with high level of integrity and confidentiality.
• High level of innovativeness, resourcefulness, and possession of strong organization and problem-solving skills required to work with board members.
• Demonstrated leadership capabilities, including ability to organise and manage human resources to attain goals.
• Excellent planning skills
• Accurate reporting skills
• Ability to proof read documents to a high standard
• Excellent telephone manner
• Ability to efficiently work under pressure
• Fast and accurate typing skills
• Excellent analytical and problem solving skills
• Proficiency in MS Office Suite
• Excellent record keeping and file management skills
• High integrity and ethical standards

KEY RESPONSIBILITIES:

• Provide comprehensive company secretarial service to the organisation
• Approve and coordinate the execution of the department’s work program and plans.
• Ensure the department maintains custody of all original contract documents as well as other relevant documents.
• Prepare and circulate documents for all Board and Board committee meetings.
• Supervise the preparation of all agendas, notices and subsequent correspondence in connection with meetings.
• Ensure the administration of the organisation's corporate governance architecture.
• Organise logistics and facilitate Board and Board Committee meetings.
• Record and circulate minutes of the meeting of the board and its various committees.
• Ensure compliance with Board’s decisions and directives.
• Ensure timely processing of all Board entitlements.
• Keep board members up to date with governance issues which directly or indirectly affect the organisation.
• Supervise the maintenance of all statutory registers, ensuring that they are kept up to date at all times.
• Ensure that all necessary statutory forms, statutory year-end accounts and returns are made under relevant legislation and filed with the relevant regulatory authorities.
• Continually review and assess the effectiveness and efficiency of the department’s policies, procedures and processes and identify improvement opportunities.
• Review and authorise key expenditures and transactions in line with the approved budget and authority limit.
• Review departmental performance and conduct performance appraisal of subordinates.
• Prepare and submit activity and performance reports to the Board Chairman.
• Update and maintains the Board Contact List and circulates to relevant departments.
• Facilitate the updating of Board members’ bios and pictures on the website
• As Board Secretary, you will be responsible for keeping the working documents such as the Policy Register and Board Procedures Manual up to date and current.
• Maintain meeting schedules. This requires thorough follow through with little or no room for errors.
• Serve as a liaison to other departments
• Manage sensitive and highly confidential information with discretion and the utmost level of confidentiality.
• Work under tight deadlines, remain aware of shifting priorities, anticipate last second changes and make necessary adjustments; always having a plan B in place.
• Prioritize functions and appointments, ensuring that meetings, deadlines presentations and other duties of the Board Chairman are carried out seamlessly.