Corporate Governance Specialist

il y a 1 semaine

Bruxelles, Région de Bruxelles, Belgique SITA Temps plein

Overview:


Working in the SITA Shareholder Relations team, you will observe and execute statutory governance functions and requirements on behalf of SITA's shareholders ("Members"), the SITA Board of Directors and the SITA Council.


The Shareholder Relations team is accountable for upholding the highest standards of corporate governance practices and ensuring that SITA and its Board of Directors are in compliance with relevant laws, rules and regulations.


Reporting to the Director of Shareholder Relations, in this role you will be involved with the delivery of the meetings of the Council and the Board (and the Committees of these two bodies), as well as the statutory meetings of SITA's shareholders (General Assemblies).


What You Will Do

Manage The Activities of The Audit & Risk Management Committee (ARMCom) of The SITA Board

  • Be responsible for organising and attending ARMCom meetings: at least four per year in person (one per quarter), plus ad hoc meetings held via video conference, and one annual induction session for new Committee members.
  • Prepare agendas of meetings, in close collaboration with Senior Management.
  • Coordinate the production and distribution of the supporting documentation for each meeting in accordance with agreed timelines.
  • Produce timely and accurate meeting minutes with summary of key points and action lists of meetings; monitoring and ensuring follow up on Action Items
  • Maintain accurate and complete records of all meetings, in line with applicable governance and internal procedures.
  • Support Senior Management in organising the onboarding session for new Committee members.
  • Coordinate updates to the Committee's Terms of Reference.
  • Coordinate the annual Committee Performance Evaluation Survey.
  • Manage requests from Committee members and Management, internal and external auditors and consultants in relation to Committee meetings.
  • Observe any legal procedures and requirements in connection with these meetings.

Manage The Activities of The SITA Council And Its Committees

  • Be responsible for organising and attending Council meetings: at least two per year in person (Q2 and Q4) plus ad hoc meetings, and one induction session for new Council Representatives.
  • Oversee the election process for new Council Representatives joining the Council as per the SITA Council Charter and Articles of Association.
  • Develop, plan, and produce agendas for Council meetings, in collaboration with Senior Management.
  • Coordinate the production and distribution of the supporting documentation for each meeting in accordance with agreed timelines.
  • Produce timely and accurate reports for the Board Chair to present to the Council.
  • Produce timely and accurate meeting minutes with summary of key points and action lists of meetings; monitoring and ensuring follow up on Action Items
  • Maintain accurate and complete records of all meetings, in line with applicable governance and internal procedures.
  • Coordinate updates to the Council Charter and the Terms of Reference of the Council Committees as needed.
  • Promote the Council internally and externally, in collaboration with SITA Marketing and Corporate Communications.
  • Manage requests from Management, Representatives, external auditors, and consultants in relation to Council meetings.

Support The Delivery of The Annual General Assembly (and ad hoc General Assemblies)

  • Support the Director with the delivery of the Annual General Assembly and any other General Assemblies, in collaboration with other members of the Shareholder Relations team.
  • Assist with General Assembly preparation, onsite proceedings and post meeting actions, including coordination of documentation for the meetings from different areas within management.
  • Carry out legal administrative and registration tasks in collaboration with SITA Legal.

Support the Shareholder Relations Team Activities

  • Team project planning and support with execution of specific projects that arise from the work of the SITA Council, the ARMCom and the General Assembly.
  • Coordinate communication about the Shareholder Relations team activities internally.
  • Promote the role of the Shareholder Relations team internally.

Qualifications:

Who You Are

  • You have a high level of integrity and respect for confidentiality.
  • You are qualityoriented and have a dedication to detail.
  • You have a proven ability in building working relationships with senior corporate executives, internally and externally, and are confident when dealing with people across all levels of the organisation.
  • High level of flexibility and willingness to adapt to new situations.
  • Skilled at working under pressure.
  • 35 years' experience in a similar role within a corporate / company secretary team); legal or paralegal experience is desirable.
  • Experience in writing meeting minutes.
  • Able and willing to travel worldwide to meeting locations as required
  • Excellent coordination and com

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