Saudi Arabia
Company Info
Large organization
200 + Employees
alfanar
Table of Contents
Job Position – Assistant Company Secretary
Job Details Here
Job Purpose
Assistant Company Secretary will be responsible for providing support to the Corporate Governance Manger as well as Company Secretary to ensure all of alfanar’s secretariat and corporate governance functions are completed effectively and efficiently. The position will have exposure to all parts of the business, work directly with alfanar’s Executive Management Team and Board and be central to alfanar’s governance arrangements.
Functional Responsibilities
• Support the company secretary in developing and deploying activities related to corporate governance.
• Attending meetings of the Board and its sub-committees and taking minutes on behalf of the Company secretary may be required.
• Ensuring the company secretary’s demanding workload is appropriately prioritized and all deadlines are met.
• Working with the executive committees’ secretaries to ensure that all relevant scheduling activities are carried out, including organizing all aspects of Board and other meetings and ensuring all involved are aware of upcoming commitments and responsibilities.
• Collating, reviewing and preparing a range of papers and correspondence, proactively identifying and distilling pertinent issues where appropriate.
• Communicating directly, and on behalf of the company secretary, with Board members, divisional company secretaries and others.
• Managing projects, researching and preparing appropriate reports or presentations independently.
• Appropriately handling correspondence and documentation for the Secretariat, including Board reports and documentation of a sensitive or confidential nature using a high degree of discretion.
• Set up and manage agreed communication system and protocols to ensure consistent standards in all communications from the Secretariat.
Support and assist company secretary in performing the below activities:
• Participate in the companies/Branch’s establishment, registration, and closing process.
• Maintain group legal structure.
• Provide and run DMS for group legal formalities (Article of associations, CRs and others) together with its updates.
• Contribute to and assess the process of directors’ appointment.
• Challenge and validate directors as well as CEO authorities.
• Notify BoD as well as shareholders on the implementation progress of resolutions.
• Conduct a regular review to ensure effective compliance with BoD manuals, AOA and underlined policies and procedures.
• Report to the BoD on major deviation of the above.
• Conduct regular review on BUs structure and recommend on establishment, mergers or close of Bus.
• Maintaining the company statutory registers as per applicable laws:
o Register of BoD members.
o Register of transfers.
o BoD report.
o Change of a director’s registered details.
General Responsibilities
HR Proficiency:
- Ability to obtain updated soft and technical skills related to the job
- To have a vision and a plan for the career path and how to achieve it.
Delivery:
- Perform the planned activities to meet the operational and development targets as per delivery schedules.
- Utilize resources effectively to achieve objectives within efficient cost and time.
- Provide a periodic report formatted by detailing the deviation and execution of planned tasks.
Problem-Solving:
- Solve any related problems arise and escalate any complex operational issues.
Quality:
- Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.
Business Process Improvements:
- Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.
Compliance:
- Comply to related policy and procedures and work instructions.
Health, Safety, and Environment:
- Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.
Qualification Bachelor in Business Administration or Legal AssistingExperience 2 to 4 YearsSkills Document FilingPolicy AnalysisDocument ManagementCorporate GovernanceDetails OrientedPrioritizingWell OrganizedProject ManagementConflict resolutionReport writingPresentationMS OfficePlanning
