Job Title: Corporate Secretary
Department: Administration
Location: Main Office – Ritter House, Wickhams Cay II
Reports To: Board of Directors
Job Summary
The Corporate Secretary will play a pivotal role in ensuring the smooth operation of the Board and its committees by managing board activities, maintaining corporate records, and ensuring compliance with legal and regulatory requirements. This role is critical in supporting effective governance practices and facilitating communication between the Board, executive management, and stakeholders.
Key Responsibilities:
Board Meeting Coordination:
- Schedule, organize, and coordinate Board of Directors and committee meetings, including preparing agendas, board packs, and other necessary documents.
- Ensure all board members are informed of meetings and distribute relevant materials in a timely manner.
- Take accurate minutes during board meetings, capturing key discussions, decisions, and action items.
- Maintain an active working log of matters arising from the Board Meetings and action to be taken by Board Members;
Governance and Compliance:
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- Ensure the organization complies with its governing documents, company law, and other relevant regulations.
- Maintain up-to-date corporate records, including board resolutions, meeting minutes, and other essential documentation.
- Assist the Board in implementing and monitoring governance policies and procedures.
- Advise the Board on corporate governance matters and legal requirements.
Communication and Liaison:
- Act as the primary point of contact between the Board, executive management, and stakeholders.
- Facilitate effective communication and information flow between the Board and the organization’s leadership team.
- Coordinate and communicate with external parties, including legal advisors, auditors, and regulatory bodies as required.
Board Support and Development:
- Maintain records with respect to appointment of members of the Board;
- Assist in the induction and ongoing education of new and existing board members, ensuring they are aware of their responsibilities and the governance framework.
- Provide administrative support to the Board Chair and committee chairs, including coordinating logistics for meetings and events.
- Support the Board in evaluating its performance and effectiveness regularly.
Record Keeping and Documentation:
- Maintain an organized and secure filing system for all board-related documents, ensuring confidentiality and accessibility.
- Assist with preparation of the Annual Report
- Ensure that all statutory filings and regulatory reports are completed accurately and submitted on time.
Policy Development and Oversight:
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- Assist in the development and review of corporate policies and procedures.
- Monitor changes in relevant legislation and the regulatory environment and advise the Board accordingly.
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Qualifications:
- Bachelor’s degree in business administration, Law, or a related field; a professional certification such as a Chartered Secretary (ACIS/FCIS) is preferred.
Experience:
- Five (5) years related experience
Required Skills and Specialized Techniques:
- Proven experience in a corporate secretarial role, preferably supporting a Board of Directors in a corporate or non-profit environment.
- Strong knowledge of corporate governance, legal compliance, and regulatory requirements.
- Excellent organizational and time-management skills, with the ability to manage multiple tasks and deadlines effectively.
- Exceptional written and verbal communication skills, including minute-taking and report writing.
- High level of integrity, discretion, and professionalism, with the ability to handle sensitive and confidential information.
- Strong interpersonal skills, with the ability to build effective working relationships with board members, senior executives, and external stakeholders.
- Proficiency in using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint), and board management software.
(d) Working Conditions:
- Standard office environment.
Send resumes to: hrmanagement@bvimaritime.vg