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Executive Secretary to Board of Directors

Rafi Group Verified

Lahore , Pakistan

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Posted Jun 18, 2016

Duties and Responsibilities: 

  1. The Secretary provides the Council and Executive Board with notices of meeting times and places and requests contributions of items for the agenda.
  2. The Secretary, in consultation with the President, prepares agendas for the Executive Board and Council meetings. These agendas, along with any supporting documentation, are distributed by the Secretary to members in advance of the meetings.
  3. Immediately after Executive Board and Council meetings the Secretary prepares a summary of their actions that is distributed to all Council members and to the Editor of the Announcer. There is nearly always a very short press deadline for the material to reach the Announcer editor.
  4. The Secretary prepares full minutes of the Council, Executive Board, and the Awards Committee, and distributes these to the Council, Executive Board, or Awards Committee respectively. The Secretary also maintains the official minutes of the Association, though copies are also provided to the Executive Office.
  5. All formal communication between the Association and the American Institute of Physics is carried out through the Secretary. This typically includes notification of the election of Governing Board members, official reports of membership, notice of proxies, reports of actions on AIP membership applications or votes on AIP constitutional amendments, and similar items.
  6. The Secretary maintains copies of most formal contractual agreements to which AAPT is a party and generally is required to be a signatory to such agreements.
  7. The Secretary frequently must issue certification of Council or Executive Board actions or of election of officers. On occasion the Secretary must witness or testify to the signatures of AAPT officers or employees. These functions occur most frequently in connection with financial matters.
  8. The Secretary annually instructs the Nominating Committee as to its duties. In this connection the Secretary maintains "JOB DESCRIPTIONS" for elective office. This is a sample. The instructions to the Nominating Committee have typically taken the form of a rather long "Memorandum". This document carries a wealth of detail as well as very important reminders regarding the activities and procedures of the Nominating Committee.
  9. The Secretary assists the Executive Office staff in maintaining a current Organizational Directory. This is published in the Spring Announcer and on the Association’s web site.
  10. When necessary, the Secretary certifies Executive Board and Council appointments.
  11. From time to time it is necessary for the Executive Board to conduct e-mail ballots on important matters that cannot be delayed until a meeting. In such cases, the issuing of the e-mail ballot and its recording are done by the Secretary. Issuing a e-mail ballot requires the assent of the Secretary and one of the following: the President, the Treasurer, or the Executive Officer.
  12. It is the responsibility of the Secretary to keep the President well informed of what appointive offices are approaching end of term so that appropriate search or review committees are appointed. Similarly, the Secretary keeps the major editors apprised of which Associate Editorships or Editorial Board memberships are approaching end of term.

Key Attributes:

  • Dynamic
  • Responsible
  • Passionate
  • Willing to work as guided
  • Highly professional
  • Fluent in English
  • No issues even for late sittings
  • Preference is LUMS or B.N.U candidates.
  • Should be good in communication
  • Should be proactive, good in multi tasking
  • Should have good people handling.

Job Details

Industry:
Real Estate/Property
Functional Area:
Secretarial, Clerical & Front Office
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Full Time/Permanent
Job Location:
Main Gulberg, Lahore, Pakistan
Gender:
No Preference
Age:
20 - 35 Years
Minimum Education:
M-Phill
Degree Title:
Degree holder from LUMS, B.N.U, LSE or Kinnaird
Career Level:
Experienced Professional
Experience:
3 Years - 4 Years (Prior experience in a similar capacity is a must)
Apply Before:
Jul 16, 2016
Posting Date:
Jun 18, 2016

Rafi Group

Real Estate/Property · 11-50 employees - Lahore
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Rafi Group

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