Board Affairs and Meetings Coordination:
• Support the process of ensuring end-to-end meeting preparations, execution, logistical arrangements, and post-meeting actions are effectively and efficiently implemented.
• Coordinate the scheduling and organization of board and committee meetings, ensuring that all logistical details are meticulously planned and executed.
• Support the development of comprehensive agendas under the direction of the supervisor.
• Support the process of distributing meeting materials in a timely and efficient manner, ensuring all board members are well prepared.
• Coordinate activities related to developing and maintaining the Board’s annual calendar, scheduling key meetings, events, and activities to align with organizational goals and milestones.
• Ensure efficient documentation of detailed and accurate minutes during board meetings, capturing key discussions, decisions, and action items for future reference.
• Coordinate the review and approval process for minutes and decisions, ensuring accuracy and adherence to governance standards.
• Review board meeting packs for formatting consistency and adherence to submission guidelines and governance standards.
• Develop, maintain, and apply knowledge of protocol and best practices for meetings and scheduling.
• Develop and maintain board member profiles, preference files, contact lists, guest lists, orders of precedence, seating arrangements, and other protocol-related information.
• Assist in liaising with senior leadership and external stakeholders on matters related to board and committee meetings to ensure standards are met and best practices are followed.
• Coordinate translation and interpretation requirements to ensure the accurate translation of materials and communications as needed.
• Perform designated governance and coordination responsibilities as assigned by the supervisor and in accordance with approved internal procedures.
• Provide quality assurance and analyze board-related documents to assess significance and impact in support of decision-making processes.
• Conduct desktop research to inform board agenda development and decision-making, aligned with organizational objectives and governance practices.
• Conduct desktop research, review professional publications from various sources, and extract and summarize information relevant to assigned tasks to expand subject matter knowledge.
• Conduct research to obtain information and prepare briefing materials requested by the Board, Committees, and senior leadership.
• Analyze data to provide statistics on meeting trends and processes and support the development and implementation of innovative solutions to improve efficiency.
• Contribute to the maintenance and development of tracking tools for meeting outcomes to support agenda development and provide detailed information on meeting actions, resolutions, and committee decisions for follow-up purposes.
• Support the development and implementation of tailored engagement plans for board members, fostering strong relationships and active participation.
Performance Evaluation and Improvement:
• Support organizing and facilitating board evaluations and assessments.
• Contribute to the analysis of board evaluation feedback to identify areas for improvement and support implementation of action plans to enhance board effectiveness.
Confidentiality and Compliance:
• Uphold the highest standards of confidentiality and integrity in all board-related activities and communications.
• Ensure compliance with organizational policies, governance frameworks, and applicable legal requirements.
• Maintain accurate and up-to-date records of all board activities, ensuring transparency and accountability.
• Other reasonable tasks as assigned by the supervisor.
Minimum Knowledge, Skills & Experience
• Bachelor’s degree in a relevant field such as Law, Business Administration, International Relations, or a related discipline.
• 2-5 years of relevant full-time work experience.
• Familiarity with corporate governance and board administration practices is desirable.
• Knowledge of board governance, board meeting operations, and board records management.
• Exceptional communication, organizational, and time-management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong analytical and research skills.
• Excellent interpersonal skills with the ability to engage effectively with senior executives and stakeholders.
• High degree of professionalism, discretion, and confidentiality.
• Strong attention to detail and commitment to accuracy and quality.
• Proactive and able to work independently with minimal supervision.
• Excellent writing skills with the ability to draft and edit a variety of reports and communications and articulate ideas clearly and concisely; Arabic proficiency is an advantage.
• Proficiency in MS Office applications.
