Secretary Board of Directors

SECRETARY TO THE BOARD | ABU DHABI, UAEConfidential SearchTHE OPPORTUNITYWe are conducting a confidential search for an experienced Secretary to the Board to support the Board and senior leadership of a growing organisation in Abu Dhabi.This is a highly trusted position that goes beyond traditional administrative or meeting-secretariat responsibilities. The successful candidate will help ensure that the Board operates with clarity, discipline, effective governance and complete confidentiality.Working closely with the Chairman, Board members, CEO and senior leadership, the Secretary to the Board will ensure that Board matters are properly prepared, documented, communicated and followed through.We are looking for someone who understands that effective Board support is not simply about scheduling meetings and taking minutes. It is about ensuring that the right information reaches the right people at the right time, decisions are properly recorded, actions are followed through and governance remains effective.THE ROLEThe Secretary to the Board will provide comprehensive Board and committee secretariat support and help maintain a structured and effective governance environment.The role will serve as a trusted link between the Board and executive management, ensuring that governance requirements are managed professionally and that the Board receives the information and support required to perform its responsibilities effectively.KEY RESPONSIBILITIESBoard Secretariat & GovernanceManage the full Board meeting cycle, including annual calendars, agendas, meeting schedules, papers, minutes and action tracking.Work closely with the Chairman and CEO to prepare focused and effective Board agendas.Coordinate the preparation, review and timely circulation of Board papers and supporting materials.Attend Board meetings and prepare accurate, concise and appropriately detailed minutes.Maintain formal records of Board decisions, resolutions and actions.Track decisions and actions arising from meetings and ensure appropriate follow-up.Maintain the Board governance calendar and key deadlines.Coordinate Board and committee meetings, including documentation and logistics.Chairman & Executive SupportAct as a trusted point of coordination between the Chairman, Board members, CEO and senior executives.Support the Chairman and CEO with Board-related priorities and requirements.Ensure executives are appropriately prepared for Board discussions and submissions.Coordinate communication between governance and management.Follow up on matters requiring executive attention following Board meetings.Maintain professional neutrality and discretion when dealing with sensitive matters.Board Papers & Information ManagementCoordinate submissions from management and ensure materials are complete and submitted on time.Review Board papers for clarity, consistency and completeness.Identify missing information, inconsistencies or unresolved matters before materials reach the Board.Maintain a secure and well-organised Board information repository.Ensure appropriate document control, version management and confidentiality.Maintain an accurate institutional record of Board decisions and supporting documentation.The successful candidate should not simply circulate information. You should understand what requires attention, identify gaps and ensure that matters are properly prepared before reaching the Board.Board CommitteesProvide secretariat support to relevant Board committees, which may include Audit, Risk, Remuneration, Nomination, Investment or other committees.This includes:Preparing committee calendars and agendas.Coordinating committee papers and submissions.Supporting committee Chairs.Recording decisions, recommendations and actions.Maintaining committee records.Monitoring follow-up matters.Identifying matters requiring escalation to the Board.Governance & ComplianceMaintain governance records, resolutions and relevant corporate documentation.Support compliance with applicable corporate governance and regulatory requirements.Maintain relevant registers and formal records.Coordinate Board and committee terms of reference and governance documents.Monitor governance deadlines and key obligations.Support Board policies, procedures and governance reviews.Liaise with internal and external advisers when required.Governance should not be treated as a paperwork exercise. It should support effective decision-making, accountability and organisational integrity.Board EffectivenessSupport the Chairman and Board with initiatives that strengthen Board effectiveness, including:Board and committee evaluations.Director onboarding and induction.Board development and training.Governance reviews.Committee effectiveness.Director information requirements.Board succession and governance initiatives.CONFIDENTIALITY & DISCRETIONThe Secretary to the Board will have access to highly sensitive information relating to the organisation, its Board, shareholders, executives, strategy, transactions and business affairs.The successful candidate must demonstrate an exceptional standard of confidentiality and professional discretion.You will be expected to:Exercise absolute discretion in Board and corporate matters.Maintain strict control over confidential documentation.Handle sensitive information securely and appropriately.Understand information access and confidentiality requirements.Maintain professionalism and neutrality in sensitive situations.Protect the integrity and trust associated with the Board Secretariat.Trust is fundamental to this appointment.THE PERSONWe are looking for someone who combines governance expertise, executive maturity and exceptional judgement.The ideal candidate will demonstrate:Executive Presence — Comfortable working with the Chairman, Board members, CEO and senior executives.Judgement — Able to identify what requires immediate attention, what can wait and what must remain confidential.Discretion — Trusted with sensitive corporate, strategic and leadership information.Attention to Detail — Able to identify inconsistencies, missing information and important details before they become issues.Organisation — Able to manage multiple Board matters, deadlines and stakeholders without losing control of detail.Diplomacy — Comfortable working with strong personalities and different perspectives while maintaining neutrality.Professional Independence — Able to maintain objectivity and protect the integrity of the governance process.Business Understanding — Able to understand the significance of matters presented to the Board and their wider business context.EXPERIENCE & QUALIFICATIONSIdeally, you will bring:Significant experience in Board Secretariat, Corporate Governance, Company Secretarial, Legal, Executive Office, Corporate Affairs or a related function.Proven experience supporting Boards, Board committees, Chairman and/or CEO-level executives.Strong understanding of corporate governance principles and Board processes.Experience preparing Board papers, minutes, resolutions and governance documentation.Experience handling highly confidential corporate information.Strong written and verbal communication skills.Excellent organisational and stakeholder management capability.Strong attention to detail and follow-through.Experience in the UAE or GCC is highly desirable.Familiarity with UAE corporate and regulatory requirements is advantageous.A relevant degree in Law, Corporate Governance, Business Administration, Finance or a related discipline is preferred.Professional qualifications in corporate governance or company secretarial practice are an advantage.We are interested in the complexity of the environment you have supported and the level of trust placed in you, not simply your job title.WHAT SUCCESS LOOKS LIKESuccess will be reflected in the quality and effectiveness of the Board environment.You will ensure that:Board meetings are focused, well prepared and purposeful.Directors receive accurate and timely information.Decisions and actions are clearly documented and followed through.Governance obligations are managed proactively.Board and committee processes operate smoothly.Sensitive information remains appropriately protected.Management is properly prepared for Board engagement.The Chairman and CEO have reliable support on Board matters.The organisation maintains strong governance discipline.Ultimately, the Secretary to the Board will provide the structure, discipline, continuity and institutional memory that allows the Board to focus on oversight, strategy, accountability and long-term value creation.CONFIDENTIAL SEARCHThis is a highly confidential executive appointment.Due to the sensitive nature of the position, details regarding the organisation, its ownership, Board composition and broader mandate will be shared progressively and selectively with candidates who demonstrate the required experience, discretion and professional maturity.