Atlantic Hall School is a co-educational full boarding international secondary school set in extensive and beautiful grounds in Poka, Epe, a safe rural setting close to the Atlantic Ocean.
We are recruiting to fill the position below:
Job Title: Board Secretary
Location: Lagos
Employment Type: Full-time
Job Opportunity
- An Educational Institution in Lagos requires the services of a Board Secretary for immediate employment.
Job Summary
- The Board Secretary records meetings and conference calls and distributes this information appropriately.
- The Board Secretary assists in preparing agendas and serves as the archivist in making sure all historical records are filed, documents and kept up to date.
Key Responsibilities
- Provide comprehensive company secretarial service to the organisation
- Approve and coordinate the execution of the department’s work program and plans.
- Ensure the department maintains custody of all original contract documents as well as securities documents.
- Prepare and circulate board papers for all Board and Board committee meetings.
- Supervise the preparation of all agendas, notices, proxies, waivers of notice and subsequent correspondence in connection with meetings.
- Ensure the administration of the organisation's corporate governance architecture.
- Organise logistics and facilitate Board and Board Committee meetings.
- Record and circulate minutes of the meeting of the board and its various committees.
- Ensure compliance with Board’s decisions and directives.
- Ensure timely processing of all Board entitlements.
- Keep board directors and executive management up to date with governance issues which directly or indirectly affect the organisation.
- Supervise the maintenance of all statutory registers, ensuring that they are kept up to date at all times.
- Ensure that all necessary statutory forms, statutory year-end accounts and returns are made under relevant legislation and filed with the relevant regulatory authorities.
- Continually review and assess the effectiveness and efficiency of the department’s policies, procedures and processes and identify improvement opportunities.
- Review and authorise key expenditures and transactions in line with the approved budget and authority limit.
- Review departmental performance and conduct performance appraisal of unit heads.
- Prepare and submit activity and performance reports to the Board Chairman.
- Perform any other duties assigned by the Board Chairman.
- Prepares minutes for permanent records following meetings. Collaborates with the Board Chairman.
- Circulates approved minutes to the Board members
- Updates and maintains the Board Contact List. and circulates to BOD members and the AEE Office.
- Facilitates the updating of Board members’ bios and pictures on the website
- As Board Secretary, you will be responsible for keeping the working documents such as the Policy Register and Board Procedures Manual up to date and current.
- Maintains meeting schedules. Requires thorough follow through with little to no room for errors.
- Assists with preparation for meetings/ presentations/documents
- Prepares materials for internal meetings and takes meeting notes and distributes
- Takes telephone messages and draft email responses
- Ensures agendas are distributed in time for effective meetings
- Performs other appropriate duties and participates in other special projects as assigned.
- Serves as a liaison to other departments
- Maintains all files/folders.
- Maintains and update important contact information
- Manages sensitive and highly confidential information with discretion and the utmost level of confidentiality.
- Work under tight deadlines, remain aware of shifting priorities, anticipate last second changes and make necessary adjustments; always having a plan B in place.
- Prioritize functions and appointments, ensuring that meetings, deadlines presentations and other duties of the Board Chairman are carried out seamlessly.
Qualifications, Experience, Skills and Competencies
- First Degree in Secretarial Studies, Mass Communication, English or any other discipline
- Minimum of ten (10) years’ experience in a reputable organization.
- Not less than 35 years old.
- Excellent verbal and written communication skills
- A company secretarial qualification would be an added advantage.
- Candidate must be matured with high level of integrity and confidentiality.
- High level of innovativeness, resourcefulness, and possession of strong organization and problem-solving skills required to work with board members.
- Demonstrated leadership capabilities, including ability to organise and manage human resources to attain goals.
- Ability to multi-task
- Excellent planning skills
- Accurate reporting skills
- Ability to proof read documents to a high standard
- Excellent telephone manner
- Ability to efficiently work under pressure
- Fast and accurate typing skills
- Excellent analytical and problem solving skills
- Proficiency in MS Office Suite
- Excellent record keeping and file management skills
- High integrity and ethical standards
Application Closing Date
10th August, 2021.
Method of Application
Interested and qualified candidates should submit their Applications and Curriculum Vitae (CV) to: [email protected] with the job role as the subject of the mail.
Note: Only shortlisted candidates will be contacted.
https://www.hotnigerianjobs.com/hotjobs/357920/board-secretary-at-atlantic-hall-educational-trust.html