Secretary Board of Directors

We are conducting a confidential search for a highly organised and discreet Secretary to the Board to support the Board, Chairman and senior leadership of an organisation based in Abu Dhabi.

This is primarily a Board administration and coordination role, requiring exceptional organisation, attention to detail, follow-through and confidentiality. A strong understanding of legal and corporate governance matters is important, but this is not a legal counsel position.

The successful candidate will ensure that Board activities are properly planned, documents are prepared and controlled, meetings are coordinated effectively, decisions are accurately recorded and actions are followed through.

The ideal candidate will bring a combination of strong executive administration skills and a legal, company secretarial or governance background.

Working closely with the Chairman, Board members and CEO, you will provide day-to-day secretariat support and ensure that the Board operates in an organised, efficient and professional manner.

You will become a trusted point of coordination between the Board and executive management and will handle highly sensitive information requiring complete discretion.

• Manage the Board calendar, meeting schedules and annual meeting plan.
• Coordinate Board and committee meetings from preparation through completion.
• Prepare meeting agendas in coordination with the Chairman and CEO.
• Collect, organise and circulate Board papers and supporting documents.
• Ensure Board materials are complete, properly formatted and distributed on time.
• Coordinate meeting logistics, attendance and requirements for Board members.
• Attend Board and committee meetings as required.
• Prepare accurate and professional meeting minutes.
• Maintain records of decisions, resolutions and agreed actions.
• Track outstanding actions and follow up with responsible executives.
• Maintain an organised and secure Board document repository.
• Manage document versions and ensure appropriate access to confidential information.
• Maintain the Board's annual calendar, key deadlines and governance schedule.
• Provide direct administrative support to the Chairman on Board-related matters.
• Coordinate with the CEO, executives and relevant departments regarding Board requirements.
• Ensure management submissions are received within agreed timelines.
• Follow up on information and actions requested by the Chairman or Board.
• Assist in preparing presentations, briefing materials and meeting packs.
• Coordinate communication between Board members and management when required.
• Manage sensitive correspondence and Board-related communications professionally.

Provide administrative and secretariat support to relevant committees, which may include Audit, Risk, Remuneration, Nomination, Investment or other committees.

This includes coordinating schedules, agendas, papers, minutes, actions and committee documentation.

The role will have a legal and governance component, but this will represent a smaller part of the overall position.

You will:

• Maintain corporate and governance records.
• Assist with Board resolutions and formal documentation.
• Support the preparation and maintenance of governance documents.
• Maintain relevant registers and records where required.
  
  Monitor key governance and statutory deadlines.
• Assist with Board and committee terms of reference.
• Support compliance with applicable corporate governance requirements.
• Liaise with internal or external legal advisers when required.
• Ensure Board documentation follows appropriate governance and confidentiality standards.

This role does not require the individual to act as legal counsel. The requirement is for someone who understands legal and governance…