Director, Board Secretariat at Smart Partners

JOB SUMMARY

• The Director, Board Secretariat, is a key leadership role responsible for providing strategic governance support to the Board of Directors. The role ensures the effective administration of the Board’s operations, promotes compliance with legal and regulatory requirements, and fosters sound corporate governance practices. The Director acts as a key liaison between the Board, senior management, and external stakeholders to enable informed decision-making and efficient organizational oversight. The Office of the Board oversees vast commercial interests and investments in Energy, Telecoms, Financial Services & Real Estates.

RESPONSIBILITIES

Board Administration and Support

• Coordinate and manage all Board and committee meetings, including scheduling, agenda preparation, and distribution of materials.
• Record, draft, and maintain accurate minutes of meetings and ensure follow-up on action items.
• dvise the Board on governance best practices and ensure alignment with legal, regulatory, and organizational policies.
• Maintain the Board’s documentation, including charters, policies, and terms of reference.
• Schedule, coordinate, and attend board and committee meetings.
• Prepare and distribute meeting agendas, minutes, and board materials.
• Maintain accurate and up-to-date records of board activities, resolutions, and policies.
• Facilitate effective communication between board members and management.

Governance and Compliance

• Ensure the organization adheres to corporate governance principles and legal obligations.
• Monitor compliance with company bylaws, policies, and applicable regulations.
• Manage the preparation and submission of statutory filings and reports.

Compliance and Risk Management

• Ensure adherence to corporate governance frameworks, statutory regulations, and organizational by-laws.
• Monitor changes in applicable laws, regulations, and governance practices, advising the Board accordingly.
• Collaborate with legal and compliance teams to mitigate risks and support audit processes.

Strategic Leadership

• Develop and implement strategies to enhance governance effectiveness and Board efficiency.
• Act as a trusted advisor to the Board, offering insights and recommendations on key governance matters.
• Collaborate with senior management to align organizational strategy with Board oversight.

Stakeholder Engagement

• Serve as a primary point of contact for Board members, ensuring clear and timely communication.
• Manage relationships with external stakeholders, including regulators, auditors, and legal advisors.
• Coordinate Board evaluations, orientation, and ongoing training programs.

Records Management

• Maintain secure and organized records of board correspondence, contracts, and other official documents.
• Oversee the archival and retrieval of board-related documents.

Liaison Duties

• Act as a point of contact for board members, providing logistical and administrative support.
• Liaise with external stakeholders such as legal counsel, auditors, and regulatory authorities on behalf of the board.

Other Duties

• Assist in the onboarding and orientation of new board members.
• Handle confidential information with discretion and professionalism.
• Perform additional tasks as assigned by the board or chairperson.
• Manage Board interactions across the various Business Heads in Telecoms, Energy, Financial Services & Real Estates.

EDUCATION, QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in Business Administration, Law, FMCG, Banking, Telecoms, Oil & Gas or reputable professional services or related field (Master’s degree preferred).
• Proven experience as a corporate secretary, executive assistant, or in a similar role, preferably in a corporate or nonprofit setting.
• Professional certification in Chartered Secretary, Governance Professional and related field is a strong advantage.
• Minimum of 8–10 years of experience in corporate governance, board administration, or a related role.
• Deep understanding of governance frameworks, corporate law, and regulatory compliance.
• Experience working with senior executives and Board members in a complex organization.

SKILLS AND COMPETENCIES

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Proficient in office software, MS Office Suite, Google suite and board management tools.
• Knowledge of corporate governance, compliance, and legal regulations.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities.
• Strong analytical and problem-solving abilities.
• High integrity and a commitment to confidentiality.
• Ability to build strong relationships with internal and external stakeholders.
• Proficiency in governance software and office productivity tools.

Personal Attributes

• Integrity and ability to handle sensitive information discreetly.
• Strong interpersonal skills and ability to work collaboratively with diverse stakeholders.
• Proactive, adaptable, and resourceful in solving problems.
• You will manage Board interactions across the various Business Heads in Telecoms, Energy, Financial Services & Real Estates. The ideal candidate is a female not less than 49 years of age, intelligent, very articulate and well-spoken, a face of the brand capable of representing and communicating brand interest in various circumstances such as conferences, events, internal & external stakeholder engagements