Assistant to Board Secretary

4 months ago

Manama, Bahrain Bank ABC Full time

Assistant to Board Secretary

**Job Purpose**

To provide assistance to the Board Secretary in relation to all matters in connection with the Company Secretariat function and to assist on additional matters that may arise from time to time.

**Principal Responsibilities, Accountabilities and Deliverables of Role**
- Assist the Board Secretary with preparation of all documentation required in connection with the Bank's Board and committees.
- Build relationships of mutual trust with the Chairman and non-executive directors whilst maintaining the confidence of the CEO, executive directors and the Board Secretary.
- Assisting in the preparation and circulation of minutes for the Board of the Bank, the Corporate Governance Committee, the Remuneration Committee, the Audit Committee, the Compliance Committee and the Board Risk Committee;
- Assist in preparing for board meetings, including scheduling, drafting agendas, and preparing board packs.
- Assist in the drafting of minutes, resolutions, and board meeting documents.
- Assist in the drafting and periodic up-dates to the constitutional and corporate governance documents for the Bank, including the corporate governance charter, all policy documents at board level and the charters of the Corporate Governance Committee, the Remuneration Committee, the Audit Committee, the Compliance Committee, and the Board Risk Committee;
- Assist in drafting the corporate governance documents, including ancillary documents and memos relating to corporate governance and legal matters as required from management from time to time;
- Support the maintenance of high standards of corporate governance within the company. This may involve assisting with the review of company policies and ensuring they are up to date with current laws and regulations.
- Assist in relation to the induction of new directors, drafting the induction policy and maintaining an up-to-date induction pack with materials which inform the director as to the legal and regulatory requirements placed on a director;
- Provide support in managing shareholder relations and communications, including assisting with the preparation for annual and extraordinary general meetings, distribution of annual reports annual general meetings booklets, notices of meetings, and dividend payments.
- Assist in relation to the CPD continuing professional development of directors, drafting of papers and making presentations as required and liaising with directors and HR in order to establish a programme of continuing professional development;
- Assist in relation to the board annual self-assessment process, drafting and up-dating the required questionnaires, conducting one-to-one interviews (if necessary), collating and analyzing the data produced for presentation to the Corporate Governance Committee;
- Assist Board Secretary in relation to maintaining the Bank's statutory registers and liaise if necessary, with other departments in the Bank.
- Assist the Board Secretary in relation to ensuring that other regulatory required documents are promptly filed with the Central Bank of Bahrain, Bahrain Bourse, or the Ministry of Industry and Commerce for the Bank, including it's branches and subsidiaries;
- Assist the Board Secretary in relation to informing any changes in the Bank's constitution/structure/directors to the relevant regulatory bodies in Bahrain, including but not limited, to Bahrain Bourse, CBB. Ministry of Industry of Commerce;
- Assist the board secretary to ensure the security of the Bank's constitutional legal documents e.g. its Certificate of Incorporation and Articles of Association;
- Assist the Board Secretary in relation to the corporate governance aspects of all specific projects which are undertaken from time to time by the Bank;
- Assist the Board Secretary to ensure that all legislative, legal, regulatory and corporate governance developments or changes are communicated to the board and that the board has regard to them when taking its decisions;
- Assist the Board Secretary to ensure that all corporate governance requirements of the Bank's subsidiaries are met;
- Assist the Board secretary in relation to any advice and drafting in respect of corporate governance matters below board-level, such as management committee structures and terms of reference.

**Job Requirements**

Knowledge
- Strong understanding of corporate law, governance, and compliance requirements.
- Proven experience in a company secretarial role or a similar legal administrative position.
- Strong understanding of corporate governance and regulatory requirements and standards at board level
- Some understanding of the law as it applies to directors of companies
- Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
- Strong written and verbal communication skills, with meticulous attention to detail.
- Proficiency in using corporate governance software and standard office software (e.g., Microsoft

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