The responsibilities of ‘Assistant Board Secretariat’ in supporting the secretarial affairs of the Board of Trustees fall under two main groups:

A. Coordinates and administrates activities related to the Board of Trustees:

1. Daily activities:

• Support the Board secretary by providing resources, information and communication links between the Board and others, with particular emphasis on facilitating the flow of information and manage information exchanges
• Respond to information requests and/or inquiries and/or submissions to the Board
• Do file management and maintenance by organizing paperwork according to an efficient filing system and digitalize all important documents that ensure centralized archiving in a searchable repository of Board of Trustees' and committees' indices of meetings, minutes, resolutions, agendas, action points, in and out letter …etc.
• Extensive diary management, coordinating and keeping the calendar up to date for both the Board and the Board Secretary
• Follow up on inquiries and deadlines set by the Board
• Maintaining and updating contacts
• Liaising and corresponding with internal and external contacts
• Managing and responding to incoming and outgoing correspondence as and when required (emails, post)
• Manage an Admin Assistant and carry out ad hoc office management responsibilities
• Contribute to the establishment of internal Board Secretariat procedures, guidelines and templates and the continued development of self-help tools
• Performs projects as assigned and/or requested by the Board of Trustees
• Translate documents received from Arabic into English drafts (using translation applications)

2. Board Meetings:

• Organizing venue and other logistics in partnership with the relevant bodies
• Compiling Board Pack papers
• Providing general assistance to Trustees
• Manage invitations with both internal and external contacts

B. Coordinates and administrates activities related to the foundation and the affiliates:

• Maintaining statutory books including, but not limited to, registers of BoT/BoD members, top management and secretaries
• Maintaining registries and records of properties and real estate and updated legal documentation
• Ensure proper and timely documentary filings
• Providing a regular press clipping on Trust activities to the Trustees

(The last date for applying is 11 April 2024)