Company Name: Capital Al Sharq (Holding company managing and monitoring a portfolio of investments, subsidiaries, and projects)

Location: [Specify Location]

Industry: Investment & Holding Companies Management

Reporting To: Chairman & Board of Directors

About the Role:

Capital Al Sharq is seeking a highly qualified professional for the position of Executive Secretary to the Board of Directors.

This is not a traditional administrative or secretarial role. It serves as a pivotal organizational link between the Board of Directors, executive management, and subsidiary companies/projects. The position-holder will oversee the full cycle of Board operations—from pre-meeting preparation to documenting decisions and following up on execution.

Career Path & Growth:

You will start as an Executive Secretary to the Board of Directors. As you gain experience, demonstrate strong performance, and master Board governance and operations, this role offers a clear path to advance into the Board Secretary position (subject to Board approval and organizational hierarchy). This progression expands your scope to higher governance responsibilities, Board committee management, and regulatory compliance.

Primary Goal:

To ensure smooth Board operations and enhance follow-up efficiency by managing meetings, documentation, minutes, resolutions, official correspondence, and task tracking—strictly adhering to corporate governance, precision, and confidentiality standards.

📋 Key Responsibilities:

1. Board Meetings Management:

   • Prepare annual and periodic Board meeting schedules in coordination with the Chairman and members.

   • Compile agendas, reports, and presentations, and assemble the Board Pack for timely dispatch.

2. Minutes & Board Resolutions:

   • Attend Board meetings and accurately document discussions and resolutions.

   • Draft official minutes for review and approval.

   • Maintain a centralized Board Resolutions Register and manage approvals and signatures.

3. Action Tracking & Follow-up:

   • Translate Board resolutions into actionable, time-bound tasks assigned to responsible parties.

   • Create and maintain a unified Action Tracker to monitor tasks across executive management and subsidiaries until closure.

   • Issue periodic status reports on completed, ongoing, and overdue decisions.

4. Coordination with Subsidiaries & Investments:

   • Liaise with executive management at subsidiary companies to gather periodic reports before Board meetings.

   • Facilitate structured information flow between the Board and subsidiaries within delegated authority limits.

5. Corporate Governance & Document Archiving:

   • Maintain Board documentation, authority matrices, and governance policies.

   • Manage files for Board-emerging committees and coordinate with legal advisors as needed.

   • Build and maintain a secure electronic archive with strict confidentiality controls.