Job Objective

Perform a wide variety of administrative duties of a highly confidential and sensitive nature. Provide assistance including arranging meetings, taking minutes of meetings, booking travel arrangements, managing communications and others.

Environment

Internal: All internal departments and functions

External: Visitors, Clients, Suppliers and Stakeholders

Key responsibility

• Attend Board and Committee meetings as required or requested.
• Record written minutes of the meetings and prepare them for follow up on required actions to be executed by assigned/concerned personnel.
• Track and consider issues arising from discussions that should be raised with the full Board or another Committee. This includes close follow-up on time-sensitive issues.
• Maintain up-to-date paper and electronic records including Board packs, approved Board and Committee minutes, Board resolutions, new Board and Committee Member documents, and annual Board of Directors changes.
• Provide administrative support including, but not limited to, disseminating information to Board Directors, maintaining Board records, overseeing the resolution process, and developing the draft annual Board and Committee calendars.
• Work with legal counsel in preparation of required documents in connection with Board and Committee meetings.
• Maintain a cooperative, effective working relationship with and act as liaison to the Board, employees, and members of the public.
• Research, extract, coordinate, and summarize information (confidential and nonconfidential) on behalf of the Board of Directors. Compose and prepare business letters, memos, and reports.
• Responsible for legal proceedings such as elections, annexations, assessment districts, and public hearings.
• Make room arrangements for meetings and travel arrangements for the CEO and Board.
• Attend meetings outside of established working hours when necessary.
• Maintain confidential records and a proper electronic and paper filing system to ensure accurate office administration and record keeping.
• Maintain a proper and organized calendar, internal and external correspondence for the CEO to support optimum utilization of time and attention to priority.
• Ensure that all policies, procedures, processes, and standard operating procedures are applied correctly and followed thoroughly to ensure a standardized process
• Act as the point of contact and manage communication between the executives and internal or external.