Description

Schedule, organize, and prepare agendas for Board and Executive Committee meetings in consultation with the Chairperson and other key members.

Distribute meeting notices, agendas, and relevant documents in a timely manner.

Attend all Board and Executive Committee meetings, taking detailed minutes and, if needed, to be confirmed by attendees within 1-2 business days before finalization, recording decisions, and tracking action items.

Ensure that meetings are conducted in compliance with the organization's bylaws and any relevant regulations.

Ensure that executive and board actions are compliant with reserved matter in shareholder agreements.

Maintain accurate and up-to-date records of all Board and Executive Committee activities, including minutes, resolutions, and correspondence.

Ensure that all documents are stored securely and are easily accessible to authorized personnel.

Prepare and manage the documentation required for all general meetings - ordinary, extraordinary, and annual meetings – of the holding companies and their subsidiaries.

Monitor changes in relevant laws and regulations, ensuring the Board and Executive Committee are aware of their responsibilities and that the organization remains in compliance.

Assist in the development and maintenance of governance policies and procedures.

Oversee the filing of necessary documentation with regulatory bodies.

Serve as a primary point of contact between the Board, Executive Committee, and senior management.

Facilitate communication among Board members, ensuring that all members are informed of developments and that decisions are communicated clearly and effectively.

Coordinate the onboarding process for new Board and Executive Committee members, providing necessary training and resources.

Assist the Chairperson in planning and managing Board and Executive Committee activities.

Provide advice on procedural and governance matters to the Chairperson and Board members.

Assist with special projects and initiatives as directed by the Board or Executive Committee.

Manage the organization’s calendar of key governance events.

Follow up and report back on all board and ExCom related action items.

In charge of the digital archiving initiative.