Corporate Secretary Full Time

The Corporate Secretary is responsible for facilitating the smooth operation of the Board of Directors and its committees by managing meeting logistics, ensuring compliance with legal and regulatory requirements, and maintaining accurate and comprehensive records. This role is essential in implementing decisions made by the Board, coordinating communications, and ensuring that all corporate documentation meets applicable standards.

Responsibilities: 

Board and Committee Coordination

• Coordinate the preparation and distribution of agendas, meeting materials, and minutes for Board of Directors and committee meetings.
• Ensure that all meeting notes are accurately recorded and that applicable next steps are completed in a timely manner.
• Schedule and organize meetings, including logistics and documentation, ensuring all relevant parties are informed and prepared.

Compliance and Documentation

• Ensure all corporate legal documents and records are in compliance with applicable laws, regulations, and internal policies.
• Maintain and update corporate governance documents, including policies, procedures, and regulatory filings.
• Monitor changes in relevant laws and regulations to ensure ongoing compliance and adapt practices as needed.
• Maintain accurate records of Board and committee meetings, resolutions, and other corporate documents.
• Ensure proper filing and archiving of all corporate documents in accordance with legal requirements and best practices.
• Prepare reports and documentation for shareholder meetings and other strategic initiatives as required.

Communication Management

• Serve as the primary point of contact between the Board and executive management, as well as external stakeholders, regarding Board matters.
• Facilitate communication related to Board decisions and actions, ensuring clarity and confidentiality.
• Manage inquiries from shareholders, regulatory bodies, and other external parties concerning Board-related issues.

Strategic Support

• Assist with the preparation of annual reports, shareholder communications, and other key documents that reflect the decisions and actions of the Board.
• Support special projects and strategic initiatives by providing relevant research and documentation.

Qualification: 

Knowledge

• Strong understanding of corporate governance principles and best practices.
• Knowledge of legal and regulatory requirements related to corporate documentation and Board activities.
• Familiarity with board administration processes and corporate record-keeping practices.

Education

• Bachelor’s degree in Business Administration, Law, or a related field.
• Professional certification is preferred.

Experience

• Minimum of 5 years of experience in a corporate secretarial role or a similar position with significant responsibility for Board and committee administration.
• Proven track record in managing Board and committee communications and documentation effectively.
• Experience working closely with senior executives and Board members is highly desirable.

Competencies

• Communication skills
• Organizational skills
• Attention to details
• Discretion and confidentiality
• Problem solving
• Interpersonal skills.