Board Secretary at Atlantic Hall Schools

Job Opportunity

• An Educational Institution in Lagos requires the services of a Board Secretary for immediate employment.

Job Summary

• 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 are filed, documents and kept up to date.

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 securities documents.
• Prepare and circulate board papers for all Board and Board committee meetings.
• Supervise the preparation of all agendas, notices, proxies, waivers of notice 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 directors and executive management 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 unit heads.
• Prepare and submit activity and performance reports to the Board Chairman.
• Perform any other duties assigned by the Board Chairman.
• Prepares minutes for permanent records following meetings. Collaborates with the Board Chairman.
• Circulates approved minutes to the Board members
• Updates and maintains the Board Contact List. and circulates to BOD members and the AEE Office.
• Facilitates 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.
• Maintains meeting schedules. Requires thorough follow through with little to no room for errors.
• Assists with preparation for meetings/ presentations/documents
• Prepares materials for internal meetings and takes meeting notes and distributes
• Takes telephone messages and draft email responses
• Ensures agendas are distributed in time for effective meetings
• Performs other appropriate duties and participates in other special projects as assigned.
• Serves as a liaison to other departments
• Maintains all files/folders.
• Maintains and update important contact information
• Manages 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.

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 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.
• Ability to multi-task
• 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