Board Operations Specialist

COMPANY OVERVIEW                                                                                                                                     

NEOM is an accelerator of human progress and a vision of what a new future might look like. A region in northwest Saudi Arabia on the Red Sea, NEOM is being built from the ground up to include hyperconnected, cognitive cities, ports, next-generation infrastructure and industries, enterprise zones, research centers, sports and entertainment venues and tourist destinations.

As a destination, it will be a home for people who dream big and want to be part of building a new model for exceptional livability, creating thriving businesses and reinventing environmental conservation.

As a workplace, it is a place for people who share our core values of care, curiosity, diversity, passion, respect, and becoming a catalyst for change.

Are you ready to help NEOM find solutions to the world’s most pressing challenges? Are you prepared to create a lasting legacy that benefits generations to come? Then we want to hear from you!

ROLE OVERVIEW

The Board Operations Specialist is responsible for supporting the General Secretariat in ensuring that the NEOM Board of Directors has the proper advice, resources and information for discharging its fiduciary duty. Through:

Key Responsibilities:

• Ensuring seamless operations across GA, BoD, Committees’ meetings and related matters with access to all required information.
• Providing insightful input to the BoD, Committees and Executive Management in order to enable strategic decision making.
• Enabling Board Operations and Governance functions by providing appropriate technology, data, and utilizing Project Management practices.
• Ensuring the efficient circulation of essential board documents, including letters, Minutes of Meetings, and other pertinent materials among board members and relevant stakeholders with attention to detail, and the ability to maintain confidentiality.

KEY ACCOUNTABILITIES & ACTIVITIES

Key Responsibilities

Functionally:

• The Operations director will elect to assign the required number of tasks to the Specialist as deemed necessary. Where the tasks may include (but are not limited to) the following:
• The Specialist at NEOM General Secretariat Operations function will be responsible for assisting in coordinating with all related departments to prepare items, presentations, reports to be submitted to the Board/ Committees before any respective meeting.
• The Specialist will be responsible for following up on all action items with concerned departments as directed by the Board and/or its committees.
• The Specialist will assist in overseeing all administrative activities related to Board/Committees operations.
• The Specialist will attend (as deemed necessary by GS leadership) all required meetings of the Board, Committees, Founding Boards, and Advisory Board
• The Specialist will prepare draft meeting minutes, assist in handling all calendar activities for the Board and/or its committees.
• The Specialist will support in Internal Task Management systems for the General Secretariat and support internal IT systems that support the General Secretariat operations.
• The Specialist will support initiating internal or external Arabic or English correspondences for the GS utilizing the Correspondence Tracking System.

Administratively:

• Document Circulation:
• Responsible for the timely and accurate distribution of board documents to all designated recipients.
• Ensure the secure delivery of sensitive and confidential materials to board members, executives, and other relevant parties.

Logistics and Coordination:

• Coordinate with Operations team to schedule and plan document deliveries, considering deadlines and board meeting schedules.
• Collaborate with Operations team to gather and organize necessary documents for distribution.

Confidentiality:

• Maintain strict confidentiality and discretion when handling sensitive information and documents.
• Implement security measures to safeguard against unauthorized access to board materials during the circulation process.

Communication:

• Communicate effectively with the stakeholders to confirm receipt of documents and address any concerns or inquiries.
• Provide regular updates on the status of document distribution and any changes to the delivery schedule.

Record Keeping:

• Establish and maintain a comprehensive record-keeping system where all the documents for circulation are scanned prior to delivering them, ensuring accuracy and accessibility for future reference.

BACKGROUND, SKILLS & QUALIFICATIONS

Knowledge Skills and Experience

• Minimum of 2 years of related experience.

Qualifications

• College diploma or equivalent; additional qualifications in office administration or related fields are a plus.