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Board Secretary

1 month ago

Singapore SATA COMMHEALTH Full time
Roles & Responsibilities

1. Board and Committees

  • Plan and schedule Board & Committee meetings.
  • Ensure that relevant meetings take place smoothly, with quorum met. Set up venue for physical meetings.
  • Assist Management to prepare relevant meeting agenda and supporting documents. Distribute these documents to relevant Board & Committee members well before the meetings for their preparation for the meeting.
  • Write minutes and get them approved.
  • Coordinate the onboarding of new Board & Committee members.
  • Get approval for Board and Committee papers / resolutions.
  • Draft simple papers.
  • Record and update documents for Succession planning.
  • Conduct annual Board Evaluation survey, tabulate the results and prepare the report.
  • Update the Director Handbook, whenever necessary.
  • Plan and coordinate annual Board retreat or any other Board events.
  • Register Board members for their preferred training courses.

2. SATA members

  • Laise with Corporate Secretary on the updating of ACRA on the admission and cessation of members. Provide Corporate Secretary with required documentation and approvals.

3. AGM and EGM

  • Schedule and set up the venue for AGM.
  • Notify SATA members by distributing notices for AGM and collate their questions.
  • Record members' attendance.
  • Assist the Corporate Secretary in the preparation of relevant documents relating to the election of Board Directors and any other matters for approval at AGM.
  • Plan and monitor the checklist (especially approval of relevant documents) in preparation for AGM.

4. Confidentiality and record keeping

  • Ensure full confidentiality of information.
  • Maintain proper and prompt record keeping. Serve as the central archive of important Board matters / approvals.
  • Monitor and update records regularly.

5. Liaison person with external stakeholders

  • Liaise with Corporate Secretary for all governance and compliance matters.
  • Liaison person for matters concerning Board, Committee and SATA members.
  • Support Finance in their audit matters. For example, provide relevant documents to internal and statutory Auditors.

6. Compliance with statutory obligations

  • Assist Management to complete and submit relevant documents in Charity Portal within 6 months of the closing of financial year.
  • Review updates in charity governance guidelines / obligations and propose to Management the necessary changes (e.g. documentation, protocols) to ensure SATA CommHealth's compliance.

7. Charity Transparency & Governance Awards

  • Assist Management to complete Awards questionnaire and provide supporting documents to the organiser.

8. Annual Report

  • ·Draft and get approval for Corporate Governance section.
Tell employers what skills you have

Customer Service Skills
Microsoft PowerPoint
Microsoft Office
Corporate Governance
Microsoft Excel
Interpersonal Skills
Succession Planning
Transparency
Administration
Compliance
Administrative Support
Team Player
Microsoft Word
Audit
Able To Work Independently