Board Secretariat Director

5 months ago

Riyadh, Saudi Arabia Professional Recruitment Full time

**Roles and Responsibilities**:

- Contribute to the development of President’s Office business plans in line with the organization's strategy
- Develop the operational plan for Board Secretariat in line with the President’s Office business plan and President’s Office strategic plan
- Implement plans and provide input to Board Secretariat goals that support the organization's overall strategic plans
- Provide input to identify Board Secretariat required projects to meet future demands
- Support in identifying and evaluating risks and provide input on the mitigation plans developed
- Participate in Board Secretariat annual budgeting cycle and process
- Manage Board Secretariat efficiently and within budget, and report accurately on progress made and challenges encountered
- Lead the design and implementation of Board Secretariat policies and procedures covering all areas of activity so that all relevant procedural / legislative requirements are fulfilled while delivering high impact and achieving results effectively and efficiently
- Encourage team and contribute to the identification of opportunities for continuous improvement of systems, processes and practices taking into account leading practices, improvement of business processes, cost reduction and productivity improvement
- Monitor day-to-day activities to ensure compliance with stipulated policies and procedures
- Remain abreast of President’s Office leading practice and new trends, and identify recommendations for corrective measures, updates and improvements where required
- Establish working relationships with relevant internal and external stakeholders
- Collect feedback from stakeholders on issues being faced and other requirements in order to identify barriers and develop action plans
- Manage the preparation of progress reports or continuous information and updates direction to all relevant stakeholders to keep them informed of progress
- Actively gain exposure and insights to local market development, business opportunities and the existing regulatory landscape
- Attend related forums, seminars, etc. to enrich network and learn about the latest developments and opportunities
- Manage, guide and assist team to perform operations in accordance with set policies and procedures
- Collaborate with Human Resources function to identify and recruit talent for Board Secretariat
- Set performance objectives, provide necessary support, evaluate / appraise incumbents and provide regular feedback on performance
- Promote a high-performance working environment embracing the organization's values
- Keep aware of the Board and its committees' programs, appointments and obligations in order to manage and prioritize schedule accordingly
- Coordinate with the Chairman of the Board to provide briefs prior to meetings to be aware of including, but not limited to stakeholders profile, discussion points, and issues
- Ensure timely development and delivery of Board meeting invitations to involved officials in a timely manner and share relevant documentation
- Ensure the development of minutes of meetings, next steps, and action plans and oversee the implementation of key decisions and resolutions
- Ensure the availability and accessibility of logistics requirements for Board and its committees' meetings including meeting room, meeting setup, required organization, and meeting amenities
- Manage meeting records to ensure that all documents are stored, categorized, and accessed in line with pre-set guidelines
- Ensure communication of Board decisions and follow up on meeting outcomes, pending matters, and decisions implementation in coordination with concerned stakeholders
- Manage the development of responses on specific queries on behalf of Board members in coordination with concerned functions
- Assess proposals from concerned functions and align with Board members on next steps
- Manage incoming and outgoing administrative communications and correspondences to the Board and ensure all outgoing communications are dispatched to concerned stakeholders on time
- Ensure all internal and external calls and fax messages are properly handled or transferred to relevant stakeholders in order to provide clear and adequate answers on received queries
- Oversee the organization and sorting of courier and supervise documentation of information in logs ensuring proper tracking and archiving

**Job Qualifications and Requirements**:

- 9+ years of experience in an Administrative Services field
- Bachelor’s degree in Administrative Affairs or equivalent is required
- Master’s degree in Administrative Affairs or equivalent is preferred

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