Secretary

About the Role

360Solutions is seeking a Part-time Secretary to join our team in Riyadh, Saudi Arabia. This role involves organizing and managing administrative and organizational tasks related to the association's board of directors and its committees. The Secretary will ensure proper documentation of meetings and decisions, track their implementation, and manage official correspondence and records to maintain operational efficiency and compliance with non-profit sector regulations.

Responsibilities

• Coordinate with the Board Chairman to schedule meetings, prepare agendas, and send invitations to members.
• Attend Board of Directors meetings, prepare meeting minutes, and document discussions, decisions, and recommendations.
• Follow up on the approval of meeting minutes and complete necessary signatures and related regulatory procedures.
• Create and update a register of Board of Directors' decisions and monitor their implementation in coordination with executive management and relevant parties.
• Prepare periodic reports detailing the implementation status of board decisions and assigned tasks.
• Store and archive meeting minutes, decisions, correspondence, and documents related to the Board of Directors, ensuring their confidentiality.
• Coordinate between the Chairman and members of the Board of Directors and executive management, and follow up on correspondence and matters related to operations.

Required Skills

• Organizational skills, time management, and prioritization.
• Effective communication skills and ability to interact with Board members and executive leadership.
• Accuracy and attention to detail in documentation and minute preparation.
• Drafting and linguistic editing skills for preparing official correspondence.
• Ability to maintain confidentiality and privacy, adhering to work ethics.
• Follow-up skills, responsibility, and commitment to deadlines.
• Coordination and meeting management skills, and ability to work with stakeholders.
• Proficiency in Microsoft Office programs, especially Word, Excel, and PowerPoint.
• Proficiency in preparing and formatting meeting minutes, reports, and official correspondence.
• Ability to use meeting management and electronic voting systems.
• Proficiency in using electronic archiving and document management systems.
• Ability to prepare decision and task tracking schedules using Excel.
• Familiarity with virtual meeting platforms such as Microsoft Teams and Zoom.
• Knowledge of regulations and bylaws governing the work of boards of directors and non-profit associations.

Experience and Qualifications

Candidates should possess 0-1 years of experience in a relevant administrative or secretarial role. A strong understanding of administrative processes and regulatory compliance, particularly within the non-profit sector, is beneficial.