SECRETARY – Bposacos 981 views

Key Responsibilities

• Provide secretarial, administrative and governance support to the Chief Executive Officer, Management Board, Committees and Executive Management, ensuring the effective coordination and administration of executive and governance processes.
• Coordinate the preparation, collation and timely circulation of Management Board and Committee meeting packs.
• Coordinate Board and Committee meeting dates, calendars and forward plans.
• Prepare meeting notices and draft agendas in consultation with the Chairpersons, Chief Executive Officer and relevant officers.
• Attend Management Board and Committee meetings and prepare accurate, comprehensive and timely minutes, including key deliberations, decisions and resolutions.
• Prepare and maintain Board resolutions and Committee recommendations.
• Record, distribute and follow up on action points arising from Board and Committee meetings.
• Maintain accurate Board and Committee attendance registers and coordinate relevant attendance arrangements, including liaison with the Finance Department regarding approved seating allowances.
• Sign the minutes of Board and Committee meetings.
• Maintain a central register of Board and Committee meetings, minutes, recommendations, resolutions and action points.
• Maintain Board and Committee papers, minutes, recommendations, resolutions and related records properly filed, archived and readily retrievable.
• Provide secretarial and administrative support for Annual General Meetings (AGMs) and Special General Meetings (SGMs).
• Prepare and take accurate minutes of AGM and SGM proceedings.
• Prepare and maintain AGM and SGM attendance registers.
• Coordinate the preparation and distribution of annual reports and other meeting documentation, where applicable.
• Prepare and maintain records of resolutions and decisions arising from general meetings.
• Ensure proper filing and secure retention of AGM and SGM documentation.
• Provide secretarial support to the Chief Executive Officer and Executive Management.
• Act as a liaison to Executive Management Committees or other management structures as may be assigned by the Chief Executive Officer.
• Coordinate Executive Management meetings, including
• Manage the Chief Executive Officer’s diary, appointments, meetings, invitations, official schedule.
• Coordinate meetings and appointments with internal and external stakeholders.
• Screen incoming telephone calls and appropriately handle or redirect enquiries.
• Receive and manage visitor calls to the Executive Office in a professional and courteous manner.
• Prepare, type, format, proofread and dispatch correspondence, memoranda, reports and other executive documents.
• Monitor and follow up on outstanding matters requiring Management attention.
• Provide general administrative support to ensure the Executive Office operates efficiently and effectively.
• Manage the Chief Executive Officer’s diary, appointments, meetings, invitations, official schedule.
• Coordinate meetings and appointments with internal and external stakeholders.
• Screen incoming telephone calls and appropriately handle or redirect enquiries.
• Receive and manage visitor calls to the Executive Office in a professional and courteous manner.
• Prepare, type, format, proofread and dispatch correspondence, memoranda, reports and other executive documents.
• Monitor and follow up on outstanding matters requiring Management attention.
• Provide general administrative support to ensure the Executive Office operates efficiently and effectively.
• Serve as an effective point of contact between BPOSACOS Management, Board Members and Committees.
• Facilitate administrative arrangements for the induction of new Board and Committee Members.
• Coordinate the distribution of relevant legislation, regulatory developments, policies and governance information to Board Members and Committees, as directed.
• Coordinate effective communication with Board and Committee Members while observing appropriate protocols and confidentiality.
• Collaborate with internal and external stakeholders on matters relating to Board and Committee administration.
• Coordinate travel arrangements, including transport, accommodation and related logistics.
• Maintain effective email, correspondence and document management systems.
• Provide general administrative support to ensure the Executive Office operates efficiently and effectively.
• Liaise with the Records Department to ensure the proper filing, secure storage, archiving and retrieval of Board and Committee records.
• Maintain and update governance registers, including meeting, attendance, resolution and action-point registers.
• Ensure that all final Board meeting reports, Board papers, minutes, resolutions and related supporting documentation are properly identified, completed and submitted to the Records Department for official filing and retention.
• Prepares with the Records Department on the classification, retrieval and secure handling of governance documents.
• Ensure that Board and Committee records are complete and promptly submitted to the Records Department and other governance bodies and committees and other governance bodies and committees.
• Support compliance with BPOSACOS’s records-management procedures and supporting documentation requirements, particularly in relation to confidential governance and executive information.
• Minimum of Three (3) to Five (5) years’ relevant experience in a similar position, particularly experience supporting Executive Management, Boards, or Committees.

Requirements

• Degree or Diploma in Secretarial Studies, Office Management, Business Administration, Corporate Governance or a related field.
• Professional secretarial, corporate governance or office administration certification will be an added advantage.
• Minimum of Three (3) to Five (5) years’ relevant experience in a similar position, particularly experience supporting Executive Management, Boards, or Committees.

Salary

P144,000 per annum

How to Apply

REF Code: BP0 7/2/5 I (14) | Vacancy Circular No: 261