JOB CONTANT:

Support the Board Secretary in coordinating and administering Board of Directors and Committee activities, including organizing meetings, preparing agendas, minutes, resolutions, and related documentation. Maintain accurate governance records, monitor the implementation of Board decisions and action items, and coordinate with Board members, Executive Management, and relevant stakeholders. Ensure confidentiality, proper document management, and compliance with applicable corporate governance requirements, Company policies, and procedures.

Description:

To supports the Board Secretary in the effective administration of the Board of Directors and its Committees.

To coordinates meetings, Board materials, minutes, resolutions, action tracking, correspondence and governance records to ensure timely and accurate secretariat support.

To liaises with Board members, Executive Management, internal departments and external stakeholders under the direction of the Board Secretary.

Maintains the confidentiality, integrity and proper control of Board documents and supports compliance with applicable governance requirements, Company policies and procedures.

Assist the Board Secretary in managing Board and Committee processes, including the preparation and circulation of agendas, minutes, discussion papers, presentations and proposals.

Coordinate Board and Committee meeting schedules, notices, invitations, venues, virtual meeting arrangements and other logistical requirements.

Collect, review and organize submissions from Management to ensure Board and Committee materials are complete and provided within the required timelines.

Prepare initial drafts of Board and Committee minutes, resolutions, attendance records and meeting summaries for review and approval by the Board Secretary.

Prepare and maintain consolidated action lists arising from Board and Committee meetings.

Follow up with responsible departments on the implementation of status of Board and Committee resolutions and actions, and report overdue items to the Board Secretary.

Communicate approved Board and Committee resolutions to the relevant divisions, departments and units as directed by the Board Secretary.

Coordinate administrative and logistical arrangements for the Chairman and Board members, including meetings, assignments, travel and official participation, as required.

Manage Board-related correspondence and review supporting responses for completeness, accuracy and appropriate presentation before submission to the Board Secretary.

Prepare, coordinate, and securely circulate confidential materials to Board and Committee members through approved communication channels.

Support the Board Secretary in maintaining compliance with corporate governance requirements, internal policies, applicable laws, and shareholder requirements.

Maintain accurate registers and records of Board and Committee meetings, resolutions, memberships, attendance, declarations and other governance information.

Maintain secure electronic and physical filing systems and ensure the proper classification, retention, archiving and retrieval of Board documents.

Support the onboarding and orientation of newly appointed Board and Committee members, including the collection and coordination of required documentation.

Coordinate communications and working arrangements between the Board Secretariat, Executive Management, departments, shareholders and relevant external stakeholders.

Contribute to the continuous improvement and digitalization of Board Secretariat processes, templates, action-tracking tools and document-control practices.

Desired Candidate Profile

Qualifications:

Bachelor's degree in business administration, Corporate Governance, Law, Management or an relevant discipline.

Relevant training in corporate governance, minute writing, records management, or business communication is an advantage.

Experience:

Minimum 1 years of relevant experience in Board Secretariat, Corporate Governance, Executive Office Administration, Corporate Affairs, Legal Administration, Compliance or similar function.

Experience in meeting coordination, minute preparation, action tracking and confidential document management is preferred.