Corporate Secretary

The Corporate Secretary assist in coordinating Board and Committee meetings, handling documentation, and ensuring action items are addressed.

Employment type: Contract

Duration: 3 months (this can be extended)

Job Summary:

The Corporate Secretary assist in coordinating Board and Committee meetings, handling documentation, and ensuring action items are addressed. Responsibilities include organizing meeting materials, drafting minutes, maintaining corporate records, and supporting communication between the Board and executives. The role also involves conducting research, preparing reports, monitoring regulatory requirements, and assisting with legal documentation. Additionally, the Corporate Secretary manages the filing system, schedules meetings, and contributes to the development of presentations, reports, and special projects

Job Responsibilities

• Assist in planning, organizing, and managing meetings of the Board of Directors and Board Committees.
• Issue proper notifications for meetings and ensure timely dissemination of agendas and materials.
• Prepare, draft, and process Board and Committee reports, submissions, meeting extracts, and action item reports.
• Record and maintain accurate minutes of all Board and Committee meetings, ensuring timely dissemination of decisions to Management for action.
• Act as a liaison between the Board of Directors and Executive Management, facilitating communication and coordination of activities.
• Ensure that all corporate records, governance documents, and meeting minutes are properly filed and maintained as required by law and made available to authorized persons.
• Conduct research and prepare reports to support Board and Executive decision-making processes.
• Monitor and assess proposed laws, regulations, and judicial decisions that may impact the organization and advise the Chairman and Board members accordingly.
• Coordinate with Management to ensure timely updates and reporting to the Board.
• Maintain an up-to-date repository of legal and regulatory requirements applicable to the organization and ensure compliance with corporate governance standards.
• Support the development, formulation, implementation, and monitoring of strategic and operational objectives and plans.
• Develop standing orders, policies, and procedures necessary for the effective regulation and operation of the organization.
• Organize and maintain an annual calendar of Board and Committee meetings.
• Draft and review official communications on behalf of the Corporate Secretariat.
• Prepare reports, presentations, and briefing materials for meetings and conferences.
• Participate in establishing and maintaining the Corporate Secretariat’s Risk Register and other related activities as required.
• Provide general administrative support, including scheduling meetings, managing records, preparing reports, and drafting correspondence.
• Ensure adherence to the highest levels of professional corporate governance standards.
• Perform any other job-related duties as required.

Knowledge, Skills and abilities

• Ability to exercise discretion and maintain confidentiality;
• Ability to interpret policies and procedures;
• Ability to prioritize and deal with the workload to meet deadlines;
• Sound knowledge of corporate governance and regulatory compliance.
• Excellent oral and written communication skills;
• Strong analytical and critical thinking skills; and
• Strong organizational skills.

Job Requirements

• Bachelor of Law degree from a recognized institution.
• Certificate in Administrative Corporate Secretaryship would be an asset.
• At least six (6) years legal or corporate secretariat experience.