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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 on-boarding 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, on-site 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 quality-oriented 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.
- You hold a degree in law, business administration, or related subject (additional completed certificates including Company Secretary Program, Board Reporting Program, or Corporate Governance training is desirable)
- 3-5 years’ experience in a similar role within a corporate / company secretary team); legal or para-legal experience is desirable.
- Experience in writing meeting minutes.
- Able and willing to travel worldwide to meeting locations as required
- Excellent coordination and communication skills; superior writing and summarising capabilities in English
- Advanced skills in English (written and spoken) are essential; additional languages are considered a plus.
- Able to work with virtual teams and in person.
- Experience working in an international matrix environment.
- Strong team player with experience of collaboration on various projects.
- General business acumen
- Computer-literate, skilled in Microsoft Office suite and online applications
What We Offer
SITA’s workplace is all about diversity: many different countries and cultures are represented in our workforce, and colleagues who’ve been working here for decades collaborate with those just out of college and early in their careers. SITA is a place of change and constant improvement, where we're always pushing ourselves to find better ways of doing things: smarter, quicker, easier, for us and our customers and for their customers too.
And we offer all the good stuff you’d expect like holidays, bonus, flexible benefits, medical policy, pension plan and access to world class learning.
Welcome to SITA
At SITA, we are meeting the new needs of travel ...today! Are you ready to join us?
SITA is the world’s leading specialist in air transport communications and information technology. We don’t just connect the global aviation industry. We apply decades of experience and expertise to address almost every core business, operational, baggage, and passenger process in air transport.
We design, build, and support technology solutions all with one vision to create easy air travel every step of the way. As an organization, we cover 95% of all international air travel destinations and work with over 2,800 air transport and government customers in every corner of the globe. Are you ready to explore the opportunities?
Keywords: Corporate Secretary, Governance Professional, Corporate Governance, Legal Compliance, Board Management, Shareholder Relations, Company Secretary, Meeting Management, Governance Expert, AGM Planning, Executive Relations Regulatory Compliance, Corporate Records, Global Governance, Corporate Compliance, Governance Leadership, Strategic Governance, Legal Administration
For your security, during a SITA hiring process:
- Never respond to an email asking for a payment, your credit card number or a copy of your bank details;
- Always check the sender's address before opening the message. For SITA, the address must be equal to “givenname.surname@sita.aero”. Otherwise, it is a fraudulent message;
- All open positions are published on SITA official website and we encourage candidates to apply through it directly.
In case of issues with uploading your CV or accessing the application system, please contact us @ careers@sita.aero
