JOB SUMMARY

The purpose of this position is to coordinate activities relating to Board and General meetings including notifications for meetings, attendance, record storage and circulation of minutes of the meetings.

JOB RESPONSIBILITIES

1. Assist in circulation of meeting agenda to the Board members as well as members of the Board Committees.
 
2. Assist in communication to the Board Members about the meetings and maintain the attendance register of the Board and its Committees’ meetings.
3. Support the administrative and logistic arrangements, publication in the media/press, and availability of working documents required to conduct Annual General Meetings (AGMs) and Extra Ordinary General Meetings (EOGMs).
4. Circulate the minutes of the board and committees’ meetings along with the action points and recommendations.
5. Monitor incoming mail directed to various departments within the company.
Support in following up with concerned departments to ensure the implementation of Board decisions. Assist in compiling a progress status report based on written responses received from the departments.
6. Maintain copies of the organization’s bylaws and the Board’s policy statements.
7. Maintain lists of officers, Board Members, committees and general membership.
8. Store the record of the minutes of the meetings and relevant notes in safe custody and make them available when required.
9. Maintain accurate record of meetings.
10. Distribute copies of action points after meetings.
11. Assist in the conduct of general Board correspondence and maintain record of correspondence.
12. Ensure that members are notified of Annual General Meetings.
13. Familiarity with PSX related matters.
14. The individual shall ensure compliance to the Enterprise Risk Management Framework enforced in the Company while performing job responsibilities in accordance with his assigned role.
15. The individual shall ensure compliance to the Business Principles and Ethics Policy / Code of Conduct.
16. Undertake any other task assigned by the immediate supervisor.