Company Secretary Operations, Board & Committee

Job Family Group:

Business Support Group

Job Description:

Overview:

We are a global energy business involved in every aspect of the energy system. We are working towards delivering light, heat and mobility to millions of people, every day. Our people want to play their part in solving the big, sophisticated challenges facing our world today and, guided by our bp values, are working to help meet the world’s need for more energy while lowering carbon emissions. In our offices at Pune, we work in customer service, finance, accounting, procurement, HR services and other enabling functions – providing solutions as an integrated part of bp.

Would you like to discover how our diverse, hardworking people are owning the way in making energy cleaner and better – and how you can play your part in our outstanding team?

Join our team, and develop your career in an encouraging, forward-thinking environment!

Job Purpose:

The B&C Analyst role exists to ensure the efficient planning, scheduling, and management of board and committee meetings and related activities. This position is essential for maintaining the smooth operation of board functions and supporting the coordination between directors, presenters, and the CoSec
team.

Desired Strategic Outcome:

The role aims to achieve flawless coordination and execution of board meetings, ensuring that all participants are well-prepared and advised. This contributes to the strategic goals of bp by facilitating effective decision-making processes and enhancing organizational efficiency.

Impact on bp’s Business:

The B&C Analyst plays an important role in aligning board activities with bp’s business goals and objectives. By handling board meeting schedules, meeting agendas, and pre-meets with presenters and chairman, the coordinator helps ensure that board meetings are productive and aligned with the company's strategic direction.

KEY ACCOUNTABILITIES:

Annual and Ad Hoc Planning: Plan and schedule board meetings, coordinating dates with directors, BAs, and PAs before finalizing.
Issuing Board Meeting Invites: Send board meeting invites to all directors and other participants (e.g., guests, presenters) once dates/times are finalized.
Track meeting invites to confirm quorum and presenter’s attendance
Work closely with subsidiary cosecs
Manage board meeting agendas
Pre-read Preparation: Contact presenters with pre-read preparation reminders and timelines; follow up as needed.
Pre-read Review: Send pre-reads to subsidiary CoSec for review and comment; communicate and coordinate CoSec comments with presenters as needed
Final Pre-read Pack Distribution: upload final pre-read pack in Board avantage.
Attend Board and Committee meetings and take minutes to support board secretaries as needed.
Optimally coordinate logistics for board meetings, calendar invitations, technology and facility preparedness and required travel arrangements
Coordinate board meeting de-brief sessions with key stakeholders: schedule debrief session immediately after meeting, keep track and log approved resolutions.
Manage board meeting calendar and pre-read due dates
Coordinate and handle publishing of key dates on CSO intranet page as needed
Training Schedules: Manage director/officer training schedules; send invites for trainings.
May be assigned other special board governance projects

EDUCATION:

Bachelors Degree from an accredited college or universit

ESSENTIAL EXPERIENCE AND JOB REQUIREMENTS:

Four years or more experience in a field relevant to corporate governance and board support
Problem-solving skills, with the creativity to propose options. including the ability to identify, resolve, and/or escalate issues in a timely manner
Ability to work autonomously with minimal direction
Solid understanding of board portals and data management system. Board advantage and general entity management system specific knowledges is a plus.
Ability to maintain high quality performance with varied deadlines and challenging priorities in a fast-paced work environment
Strong organizational, analytical, proofreading, and editing
Excellent attention to detail and accuracy
Excellent written and verbal communication skills with the ability to convey information clearly and expertly to executives and directors
Ability to independently organize and handle projects requiring a high degree of confidentiality and the ability to review, analyze and compile results; the successful candidate must be acutely aware of the confidential, and often priviledged nature of information and diligently maintain confidentiality

Desired Skills

Strong interpersonal skills – capable of embracing a professional variety of styles to get along with team,
senior management and stakeholders to achieve the desired result
Effective, teamwork and team working – consider all key angles in coming to a decision and ensures
involvement with relevant team members
Demonstrate a high standard of communication in writing, emails, presentations, and informal conversations
Highly organized with attention to detail and the ability to prioritize
Demonstrated high professional and ethical standards
Digital skills

Travel Requirement:

Negligible travel should be expected with this role

Relocation Assistance:

This role is eligible for relocation within country

Remote Type:

This position is a hybrid of office/remote working

Skills:

Adaptability, Authenticity, Communication, Continued Learning, Courage, Creativity and Innovation, Curiosity, Decision Making, Digital fluency, Ethical judgement, Excellence, Group Problem Solving, Influencing, Knowledge Sharing, Listening, Managing volatility, Resilience, Self-Awareness, Stakeholder Engagement, Stakeholder Management, Understanding Emotions, Writing skills

Legal Disclaimer:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, socioeconomic status, neurodiversity/neurocognitive functioning, veteran status or disability status. Individuals with an accessibility need may request an adjustment/accommodation related to bp’s recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.). If you would like to request an adjustment/accommodation related to the recruitment process, please contact us.

If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.