Board Secretary
Job Purpose
The Board Secretary is responsible for providing comprehensive administrative, governance, and coordination support to the Board of Directors. The position ensures the effective organization and documentation of Board activities, including meetings, agendas, minutes, resolutions, and follow-up actions, while maintaining the highest standards of confidentiality, accuracy, professionalism, and corporate governance.
The role serves as a key coordination point between the Board of Directors, Board Committees, the University President, and relevant University departments to ensure that Board matters are properly prepared, documented, communicated, and followed up in accordance with the University’s policies, regulations, and governance framework.
Key Responsibilities
1. Board Meeting Management
Coordinate and schedule regular, extraordinary, and emergency meetings of the Board of Directors.
Prepare and circulate meeting invitations, agendas, supporting documents, and presentations to Board members within the required timelines.
Coordinate with the Chairman and relevant stakeholders to finalize meeting agendas and priorities.
Ensure that all required materials and reports are complete and available before each meeting.
Coordinate meeting logistics, including venues, technology, attendance, and other requirements.
2. Minutes and Board Documentation
Attend Board meetings and accurately record discussions, decisions, recommendations, and action items.
Prepare professional and accurate minutes of Board meetings for review and approval.
Maintain an official and up-to-date record of Board resolutions and decisions.
Coordinate the review, approval, signing, and distribution of approved minutes and resolutions.
Maintain proper documentation of Board correspondence and official communications.
3. Follow-up on Board Resolutions
Maintain a comprehensive Board Resolution and Action Items Register.
Monitor the implementation of Board decisions and recommendations.
Coordinate with responsible departments to obtain progress updates on assigned actions.
Prepare periodic reports for the Chairman and relevant stakeholders regarding the status of Board resolutions.
Escalate overdue or pending actions when appropriate.
4. Governance and Compliance Support
Support the effective implementation of the University’s governance framework and Board procedures.
Ensure that Board processes are conducted in accordance with applicable policies, regulations, and approved procedures.
Maintain records related to Board membership, committees, appointments, terms, and other governance matters.
Support the preparation and maintenance of governance policies, procedures, and related documentation.
Assist in ensuring that Board and Committee activities are properly documented and compliant with applicable requirements.
5. Board Committees Coordination
Coordinate meetings and documentation for committees and subcommittees established by the Board.
Prepare agendas, meeting materials, minutes, and action trackers for Board Committees.
Follow up on Committee recommendations and ensure that matters requiring Board approval are appropriately presented.
Maintain official records of Committee activities and resolutions.
6. Communication and Coordination
Serve as a central coordination point between the Board of Directors, Chairman, University President, executive management, and relevant departments.
Manage official correspondence and communications related to Board matters.
Ensure timely distribution of Board decisions, approved minutes, and relevant instructions to authorized stakeholders.
Coordinate with departments to ensure that submissions to the Board are complete, accurate, and properly prepared.
7. Confidentiality and Records Management
Maintain strict confidentiality of all Board discussions, documents, decisions, and sensitive institutional information.
Maintain a secure and organized filing and archiving system for Board records.
Ensure that official Board documents are properly controlled, retained, and accessible only to authorized individuals.
Protect the integrity and confidentiality of electronic and physical Board records.
8. Administrative and Executive Support
Provide administrative support to the Chairman of the Board in relation to Board activities.
Prepare briefing materials, reports, presentations, and summaries when required.
Assist in preparing the annual Board meeting calendar and governance schedule.
Coordinate special Board meetings, workshops, retreats, and other governance-related events.
Perform any other duties and responsibilities assigned by the Chairman of the Board or authorized University management.
Qualifications
Bachelor’s degree in Business Administration, Law, Governance, Public Administration, Management, or a related field.
Professional certification in Corporate Governance, Board Secretarial Practice, or a related field is preferred.
Relevant experience in Board Secretariat, corporate governance, executive administration, or a similar role.
Experience within a university, educational institution, corporate, or regulated environment is preferred.
Key Skills and Competencies
Strong knowledge of Board governance and meeting procedures.
Excellent minute-taking and documentation skills.
Strong written and verbal communication skills in English and Arabic.
Excellent organizational and time-management skills.
High level of accuracy and attention to detail.
Strong follow-up and coordination skills.
Ability to handle confidential and sensitive information with discretion.
Strong interpersonal and stakeholder-management skills.
Proficiency in Microsoft Office and document management systems.
Ability to work independently and manage multiple priorities under tight deadlines.
High level of professionalism, integrity, and discretion.
Key Performance Indicators (KPIs)
Timely preparation and circulation of Board agendas and meeting materials.
Accuracy and timely completion of Board meeting minutes.
Percentage of Board resolutions followed up and tracked within agreed timelines.
Timely closure of Board action items.
Accuracy and completeness of Board and Committee records.
Compliance with Board governance procedures and documentation requirements.
Stakeholder satisfaction with Board coordination and administrative support.
Confidentiality and integrity of Board information and records.