Senior Corporate Secretary

We're Hiring: Senior Corporate Secretary

Location: United Arab Emirates (Remote)

Employment Type: Full-Time

Experience Level: Senior

Work Arrangement: Fully Remote

About Us

We are a globally focused organization committed to maintaining strong corporate governance, regulatory compliance, transparent decision-making, and effective leadership oversight across diverse markets.

Our Corporate Governance, Legal, Finance, Compliance, Risk, Executive Management, and Operations teams work together to support boards, shareholders, committees, and senior leadership through robust governance frameworks, accurate corporate records, timely reporting, and effective statutory and regulatory processes.

The Role

We are seeking an experienced Senior Corporate Secretary to lead corporate secretarial activities, board and shareholder governance, statutory compliance, corporate records, entity management, governance documentation, and senior leadership support.

The ideal candidate will serve as a trusted governance professional, ensuring that the organization and its subsidiaries maintain appropriate corporate structures, comply with applicable legal and regulatory requirements, conduct effective board and shareholder processes, and maintain accurate and secure corporate records.

Key Responsibilities

• Develop and maintain comprehensive corporate secretarial policies, procedures, standards, and governance frameworks.
• Provide professional corporate secretarial support to boards of directors, board committees, shareholders, and senior management.
• Coordinate the full lifecycle of board and committee meetings.
• Prepare annual board and committee calendars, meeting schedules, agendas, and governance work plans.
• Coordinate with board chairs, committee chairs, directors, executives, and senior stakeholders on meeting requirements.
• Prepare, review, consolidate, and distribute board and committee papers.
• Ensure board materials are accurate, complete, timely, appropriately structured, and securely distributed.
• Prepare agendas, meeting notices, resolutions, minutes, action logs, and supporting governance documentation.
• Attend board and committee meetings and prepare accurate, comprehensive, and legally appropriate minutes.
• Maintain records of board discussions, decisions, approvals, resolutions, delegations, and actions.
• Track board and committee action items and ensure follow-up through completion.
• Coordinate written resolutions and approvals outside formal meetings where applicable.
• Support shareholder meetings, annual general meetings, extraordinary general meetings, and other formal corporate meetings.
• Prepare notices, agendas, resolutions, voting documentation, attendance records, minutes, and related shareholder-meeting materials.
• Coordinate shareholder communications and ensure required corporate notices are issued within applicable deadlines.
• Maintain accurate registers of directors, officers, shareholders, beneficial owners, authorized signatories, and other corporate information where required.
• Maintain statutory books, corporate registers, certificates, constitutional documents, and other official corporate records.
• Coordinate incorporation, registration, amendments, restructurings, mergers, acquisitions, dissolutions, and other corporate actions.
• Manage corporate entity records across subsidiaries, branches, affiliates, joint ventures, and other legal entities.
• Maintain an accurate legal-entity database and corporate-structure chart.
• Monitor statutory filing obligations and ensure submissions are completed accurately and on time.
• Coordinate regulatory and corporate filings with relevant authorities, registrars, regulators, and government agencies.
• Prepare and submit annual returns, director changes, registered-office updates, ownership changes, corporate resolutions, and other statutory filings where applicable.
• Maintain records of licenses, registrations, permits, constitutional documents, and corporate authorizations.
• Monitor corporate compliance calendars and escalate upcoming or overdue obligations.
• Coordinate director and officer appointments, resignations, removals, reappointments, and changes in responsibilities.
• Support director onboarding, induction, governance training, and continuing professional-development activities.
• Maintain director profiles, declarations, interests, independence records, and other governance information.
• Coordinate annual declarations of interests, conflicts of interest, related-party information, and other governance disclosures.
• Maintain appropriate procedures for identifying, recording, managing, and reporting conflicts of interest.
• Support annual board and committee evaluations, effectiveness reviews, and governance assessments.
• Coordinate governance improvement plans arising from board evaluations, audits, regulatory reviews, or management assessments.
• Maintain board and committee charters, terms of reference, governance policies, delegations of authority, and procedural documents.
• Periodically review governance documents and recommend updates based on legal, regulatory, organizational, or structural changes.
• Monitor changes in corporate law, governance requirements, listing rules, regulatory requirements, and relevant corporate practices.
• Advise senior management and directors on corporate governance procedures and secretarial requirements.
• Coordinate with Legal Counsel and external advisers on complex corporate governance and statutory matters.
• Obtain and manage external legal, tax, accounting, and corporate-services advice where appropriate.
• Coordinate corporate actions requiring legal opinions, shareholder approvals, regulatory consent, or board authorization.
• Support corporate transactions including acquisitions, disposals, reorganizations, financing arrangements, restructurings, and changes to ownership structures.
• Maintain transaction-related board approvals, shareholder resolutions, filings, and corporate records.
• Coordinate execution of corporate documents, powers of attorney, authorizations, and other formal instruments.
• Maintain records of authorized signatories and corporate signing authorities.
• Ensure corporate documents are executed, certified, legalized, notarized, and filed as required.
• Support regulatory inspections, corporate audits, due-diligence exercises, and governance reviews.
• Provide corporate records and documentation for internal and external audit requirements.
• Coordinate responses to corporate-governance information requests from regulators, auditors, shareholders, directors, and authorized stakeholders.
• Maintain secure and controlled access to confidential board and corporate information.
• Ensure corporate records are retained in accordance with legal, regulatory, privacy, and records-management requirements.
• Manage electronic board portals, entity-management platforms, document-management systems, and governance technology.
• Improve corporate secretarial processes through automation, standardization, workflow management, and digital governance tools.

Key Performance Indicators

• Statutory filing timeliness
• Corporate filing accuracy
• Board meeting completion
• Board agenda preparation timeliness
• Board pack delivery timeliness
• Board-paper quality
• Board and committee minute accuracy
• Minutes completion turnaround time
• Board action-item closure rate
• Written resolution processing time
• Shareholder meeting readiness
• Shareholder resolution accuracy
• Corporate register accuracy
• Statutory book completeness
• Legal-entity data accuracy
• Corporate compliance-calendar adherence
• Annual return completion
• Director and officer record accuracy
• Director onboarding completion
• Conflict-of-interest declaration completion
• Related-party disclosure compliance
• Corporate governance policy review completion
• Board and committee charter review completion
• Board evaluation completion
• Governance improvement action completion
• Regulatory filing compliance
• Corporate authorization accuracy
• Corporate-document execution timeliness
• Corporate transaction support effectiveness
• Corporate record retrieval time
• Governance audit findings
• Audit and regulatory issue resolution
• Corporate compliance risk reduction
• Governance technology adoption
• Entity-management data quality
• External adviser performance
• Corporate secretarial service responsiveness
• Stakeholder satisfaction
• Governance reporting timeliness
• Confidentiality and information-security compliance
• Corporate records retention compliance
• Overall governance process efficiency

Ideal Candidate

The successful candidate should have strong experience in corporate secretarial services, company law, corporate governance, board administration, entity management, statutory compliance, or legal operations, preferably within a multinational, listed, regulated, financial, professional-services, or complex corporate environment.

The candidate should demonstrate:

• Strong understanding of corporate governance principles and company-secretarial practices.
• Proven experience supporting boards of directors, committees, shareholders, and senior executives.
• Strong knowledge of statutory corporate requirements and entity-management processes.
• Experience preparing board agendas, papers, minutes, resolutions, and governance reports.
• Strong understanding of shareholder meetings and formal corporate decision-making procedures.