Head of Board Secretariat Department

BOC AVIATION LIMITED; Singapore; On-site; SGD 150,000 - 230,000; Full time

Job summary

BOC Aviation Limited is seeking a seasoned governance leader to head the Board Secretariat. You will shape strategies, policies and annual plans, oversee budgets, and manage Board appointments, disclosures, and regulatory filings.

You will coordinate meetings, prepare documentation, and provide bilingual translation support for governance communications. You will collaborate with Legal, Compliance, Risk and Investor Relations to ensure timely reporting and robust governance.

Qualifications

• Degree or equivalent in business, governance, law or finance.
• Significant experience in board secretariat or related leadership role.
• Strong knowledge of governance practices and regulatory requirements.

Responsibilities

• Develop and implement Board Secretariat strategies, policies, procedures, and annual work plans.
• Manage Board and departmental budgets and ensure policy compliance.
• Lead governance matters including board appointments, directorships, shareholder reporting and regulatory filings.
• Coordinate regulatory disclosures with Company Secretary and stakeholders.
• Plan and manage Board and Committee meetings (schedules, agendas, minutes, documents).
• Provide Chinese-English translation and interpretation support for Board meetings and communications.
• Administer Board Circular Papers, translations, approvals, and action tracking.
• Liaise between Directors, Board Committees, Management and departments on Board matters.
• Support audits relating to Board governance and administration.
• Coordinate Board-related events including AGMs and corporate functions.
• Manage reporting to the majority shareholder and timely submissions and surveys.
• Monitor regulatory changes from the majority stakeholder impacting the Company.
• Collaborate with Legal, Compliance, Risk, IR for governance reporting.
• Support CEO/Chairman in translation, preparation and filing of reports and communications.
• Review corporate announcements and disclosures with the Company Secretary.
• Lead and develop Board Secretariat team with clear goals and development plans.
• Lead strategic initiatives and ad hoc projects directed by senior management.

Skills

Board governance

Leadership

Stakeholder management

English/Chinese translation

Regulatory filings

Education

Degree in Business Administration, Corporate Governance, Law, Finance

Job description

Reporting to the CFO, the successful candidate will:

• Develop and implement Board Secretariat strategies, policies, procedures, departmental goals, and annual work plans aligned with organisational objectives.
• Manage and monitor Board and departmental budgets, ensuring effective utilisation and compliance with company policies.
• Lead all Board governance matters, including Board appointments, changes in directorships, shareholder reporting, and regulatory filings.
• Coordinate and support regulatory disclosure matters in collaboration with the Company Secretary and relevant stakeholders.
• Plan and manage Board and Board Committee meetings, including meeting schedules, agendas, minutes and documentation.
• Provide Chinese-English translation and interpretation support for Board meetings and corporate communications.
• Administer Board Circular Papers, including coordinating approvals, responses, translations, and action tracking.
• Act as the key liaison between Directors, Board Committees, Management, and relevant departments on Board-related matters.
• Support internal and external audits relating to Board governance and administration.
• Coordinate Board-related events and engagements, including Annual General Meetings, corporate events, and official functions involving Directors and senior executives.
• Manage reporting requirements from the majority shareholder and ensure timely completion of submissions, surveys, notifications, and information requests.
• Monitor and communicate changes in strategies, structures, and regulatory requirements the from majority stakeholder that may impact the Company.
• Collaborate with Legal, Compliance, Risk, Investor Relations, and other functions to facilitate governance and compliance reporting.
• Support the CEO, Chairman, and senior management in the timely and accurate translation, preparation, distribution, and filing of important reports and communications.
• Support the Company Secretary in reviewing corporate announcements, interim reports, annual reports, and other regulatory disclosures.
• Lead, coach, and develop the Board Secretariat team, setting clear goals that align with organisation objectives, performance measures, and development plans.
• Lead or participate in strategic initiatives, special projects, and other ad hoc assignments as directed by senior management.

Requirements:

• Degree in Business Administration, Corporate Governance, Law, Finance, or a related discipline.
• Significant experience in Board Secretariat, Company Secretarial, Corporate Governance, or a related leadership role.
• Strong knowledge of corporate governance practices and regulatory requirements.
• Excellent stakeholder management, communication, and organizational skills.
• Strong command of both English and Chinese, including written translation and verbal interpretation.
• Proven leadership experience with the ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, discretion, and ability to handle confidential matters.
• Align with and demonstrate BOC Aviation Core Values, which are Integrity; Teamwork; Accountability; Agility; and Ambition.