Board Secretary

Job Purpose

To organize and manage the activities of the Board of Directors and its committees, ensure compliance with the Corporate Governance Regulations and related laws, document board meetings and decisions, and follow up on their implementation in a manner that supports the efficiency of the Boards work and enhances transparency and governance within the company.

Duties and Responsibilities

1. Organizing Board of Directors Meetings

• Prepare the agenda for Board meetings in coordination with the Chairman and the Chief Executive Officer.
• Send meeting invitations to Board members within the regulatory notice period specified in the governance regulations.
• Prepare all documents, reports, and studies required for the meetings.
• Ensure the legal quorum for meetings is met.

2. Preparing and Documenting Meeting Minutes

• Attend all meetings of the Board of Directors and its committees.
• Prepare accurate minutes of meetings including decisions, recommendations, and voting results.
• Obtain approval of the minutes from the Chairman and attending members.
• Maintain the official records of meeting minutes in the company's registers.

3. Following Up on the Implementation of Board Decisions

• Follow up with executive management and relevant departments on the implementation of Board decisions.
• Prepare periodic reports to the Board regarding the status of implementation of decisions and recommendations.

4. Supporting Governance and Regulatory Compliance

• Ensure the Board complies with the Corporate Governance Regulations and related laws.
• Monitor regulatory updates issued by relevant supervisory authorities.
• Support Board committees such as the Audit Committee and the Nomination and Remuneration Committee in their activities.

5. Managing Official Documents and Records

• Maintain all Board and committee documents in an organized and confidential manner.
• Prepare and maintain a register for Board resolutions and a record of meeting attendance.
• Organize document archiving in accordance with governance and regulatory requirements.

6. Organizing General Assembly Meetings

• Coordinate the convening of Ordinary and Extraordinary General Assembly meetings.
• Prepare invitations and agendas in coordination with the Board of Directors.
• Prepare, document, and maintain the minutes of General Assembly meetings.

7. Coordination with Entities Related to the Hajj Sector

• Coordinate with relevant regulatory authorities when required.
• Prepare necessary documentation related to Board activities and governance.

8. Managing Communication with Board Members

• Organize official correspondence between Board members and executive management.
• Provide Board members with the information and data required to perform their duties.

Educational Qualifications

• Bachelor's degree in Law, Business Administration, Public Administration, or a related field.
• A certification in Corporate Governance or Board Secretariat is preferred.

Required Experience

• Minimum of 5 years of experience in governance or board secretariat functions.

Required Skills

• Good knowledge of Corporate Governance Regulations and Companies Law in Saudi Arabia.
• Strong skills in preparing official minutes and reports.
• Ability to organize and manage Board meetings.
• Ability to coordinate with regulatory and administrative authorities.
• Strong communication skills and the ability to work with complete confidentiality.
• Proficiency in computer applications and Microsoft Office programs.