Board Administrative Secretary job at Fireworks Advertising (U) Limited | Apply Now

The Secretary shall perform the following duties:

Meeting Administration:

• Work in consultations with the Board Chairman to prepare and circulate agendas for all Board meetings, ensuring timely delivery to directors and including relevant supporting materials.

• Work in consultations with the chairpersons of Board Committee to prepare and circulate agendas for all Board Committee meetings, ensuring timely delivery to directors and including relevant supporting materials.

• Schedule meetings of the Board and Board Committees in consultation with the Board Chairman, committee chairpersons and other directors.

• Secure meeting rooms and arrange facilities including, catering, transport, accommodation and other logistics as needed.

• Maintain and distribute meeting calendars for both the main Board and the Board committees.

• Coordinate logistics for presentations and guest speakers at the main Board and Board Committees.

• Coordinate the prompt payment of sitting allowances following the meetings of the main Board and Board Committees and maintain up to date records of the same.

Board Materials:

• Prepare and distribute Board materials, including meeting minutes, reports, and other relevant documents

• Coordinating with Management to ensure that all inputs (information) are provided by Management in a timely manner to reach the the Board members no less than Two Weeks before the scheduled Board and Board Committee meeting.

• Ensure Board materials comply with any confidentiality requirements. ◦ Maintain an archive of Board materials.

Minutes:

• Take accurate and concise minutes of all Board meetings, capturing discussions, decisions, and action items.

• Ensure minutes reflect legal and regulatory requirements.

• Prepare draft minutes for review and circulate the same to reach board members within 7 (seven) days after each meeting.

• Ensure that the board minutes are formally signed off by the Chairman of the Board or the Committee Chairman as may be relevant

• Maintain official copies of approved Board minutes and circulate the same to the Board members.

Correspondence:

• Manage Board correspondence, including receiving, reviewing, and distributing communications.

• Draft responses to Board correspondence where appropriate.

• Maintain a record of Board correspondence.

Board Development:

• Assist the Chair and Board in identifying and arranging for director development opportunities.

• Maintain Board member contact information and ensure Board members are kept informed of relevant developments.

Corporate Governance:

• Stay informed of relevant corporate governance best practices and advise the Board on governance matters as necessary.

• Ensure Board meetings comply with legal and regulatory requirements.

• Maintain Board policies and procedures related to Board operations. ◦ Perform other duties as assigned by the Chair or Board.

Authority

• The Secretary has the authority to:

• Obtain information and help from other staff members to fulfil own duties.

• Liaise with other parties in regard to Board meetings and materials.