Job Description
Executive Board Coordination:
- Oversee the scheduling and organization of board meetings, ensuring that all logistical details are meticulously planned and executed.
- Develop comprehensive agendas in collaboration with the Hiring Manager, ensuring alignment with strategic objectives and priorities.
- Distribute meeting materials in a timely and efficient manner, ensuring all board members are well prepared.
- Document detailed and accurate minutes during board meetings, capturing key discussions, decisions, and action items for future reference.
- Manage the review and approval process for minutes and decisions, ensuring accuracy and adherence to governance standards.
- Coordinate with the Translation and Interpretation Institute (TII) to ensure accurate translation of materials and communications as needed.
- Manage the Board Affairs team and the Board Champions to ensure their excellence execution of their roles.
Strategic Board Engagement:
- Design and implement tailored engagement plan for board members, fostering strong relationships and active participation.
- Facilitate meaningful interactions between board members and key stakeholders, gathering valuable feedback and insights to inform board decisions.
- Ensure effective communication channels are maintained, enabling seamless information flow and collaboration.
Annual Planning and Coordination:
- Develop and maintain the Board’s annual calendar, scheduling key meetings, events, and activities to align with organizational goals and milestones.
Meeting and Event Management:
- Prepare or review detailed seating charts and supervise arrange meeting rooms to create a professional and conducive environment for board meetings.
- Conduct thorough pre-meeting research on relevant topics, providing comprehensive background information and context for board discussions.
- Manage the process of ensuring end to end meeting preparations, execution, logistical arrangements and post actions are effectively and efficiently implemented.
Performance Evaluation and Improvement:
- Organize and facilitate board evaluations and assessments, ensuring a structured approach to performance review and continuous improvement.
- Analyze feedback from evaluations to identify areas for development and implement action plans to enhance board effectiveness.
- Collaborate with board members and senior leadership to incorporate feedback into strategic planning and decision-making processes.
Stakeholder and Affiliate Coordination:
- Act as the primary liaison for coordinating the affairs and activities of Boards and Committees of Qatar Foundation Affiliated Entities.
- Promote the sharing of best practices and collaborative initiatives across different entities, fostering a cohesive and unified approach.
- Ensure effective communication and alignment between the Board of Directors and affiliated entities, supporting the achievement of common goals.
Research and Analysis:
- Conduct in-depth research on topics relevant to board discussions, providing well-informed insights and recommendations.
- Stay informed about industry trends, regulatory changes, and best practices in corporate governance to support informed decision-making.
- Prepare detailed reports and presentations for board members, synthesizing complex information into clear and actionable insights.
- Review research briefs, reports, studies, and presentations prepared by the team or as requested by the Hiring Manager.
Confidentiality and Compliance:
- Uphold the highest standards of confidentiality and integrity in all board-related activities and communications.
- Ensure compliance with organizational policies, governance frameworks, and legal requirements.
- Maintain accurate and up-to-date records of all board activities, ensuring transparency and accountability.
- Other reasonable tasks as assigned by supervisor.
Minimum Knowledge, Skills & Experience:
- Bachelor’s degree in a relevant field, preferably Law. Master’s Degree in desirable.
- 8-10 years of relevant full-time work experience, 3 of which at a supervisory level.
- Training on effective Corporate Secretary and Governance is desirable.
- In-depth knowledge of board governance and development, board meeting operations, and board records management.
- Exceptional communication, organizational and time-management skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Strong analytical and research skills.
- Excellent interpersonal skills with the ability to engage effectively with senior executives and stakeholders.
- High degree of professionalism, discretion, and confidentiality.
- Strong leadership and team management skills.
- Attention to detail and a commitment to accuracy and quality.
- Proactive and able to work independently with minimal supervision.
- Excellent writing skills with the ability to draft and edit a variety of written reports and communications and to articulate ideas clearly and concisely; Arabic proficiency is an advantage.
- Proficiency in MS Office applications.
