Secretary General Office Specialist

Job Purpose The Secretary General Office Specialist provides high-quality governance, corporate secretarial and paralegal support to the Secretary General. Beyond ensuring the reliable operation of core governance processes, the role contributes to the continuous improvement of the Company’s governance framework by supporting timely, well-informed Board decision-making and the alignment of governance practices with the Group’s strategic priorities, stakeholder expectations and evolving regulatory standards. The position coordinates Board, Committee and shareholder meeting processes; maintains accurate corporate and statutory records; anticipates governance requirements and risks; monitors governance developments and translates them into actionable requirements; and supports timely, controlled, confidential and decision-useful information flows across the Group and its subsidiaries. Operating within established mandates, policies and approval processes, the role serves as a trusted governance partner and coordination point for directors, senior management and relevant internal and external stakeholders. Key Responsibilities Board and Committee Support Coordinate the end-to-end preparation and secure circulation of Board and Committee meeting materials, including draft agendas, notices, decision papers and supporting documentation, in accordance with applicable timelines, validation requirements and confidentiality protocols. Support informed Board decision-making by reviewing the consistency and completeness of meeting materials before circulation. Prepare accurate first drafts of minutes, resolutions and action logs for review by the Secretary General and coordinate the applicable approval processes. Maintain action trackers, obtain progress updates from accountable owners and escalate overdue, incomplete or unclear actions, while ownership of implementation remains with the relevant management function. Coordinate and monitor subsidiary governance requirements across the Group’s domestic and international entities, including local board meetings and corporate filings, and escalate exceptions, inconsistencies or missed deadlines. In collaboration with the Board Chair’s Executive Assistant, maintain the annual Board and Committee calendar and coordinate director availability, meeting logistics and related support arrangements. Provide effective operational support to the Office of the Secretary General, including budget monitoring and invoice processing. Statutory and Corporate Records Maintain complete and up-to-date statutory and governance registers for the Company and its subsidiaries, including registers relating to directors, shareholders, security interests and transactions identified as related-party transactions by the responsible Legal, Compliance or governance function. Prepare and submit corporate and governance filings to company registries and other competent authorities within the remit of the Office of the Secretary General, subject to the required substantive review and approval, and proactively monitor all relevant deadlines. Manage the physical and electronic corporate records repository, including minute books, resolutions, powers of attorney and corporate certificates, in line with applicable retention, access and version-control requirements. Ensure that accurate, consistent and current governance information concerning the Proximus Group is readily available to authorised colleagues and stakeholders. Support due diligence and verification exercises by compiling, validating and organising approved corporate documentation for financing, M A, audit or regulatory purposes, in coordination with the responsible Legal, Finance or transaction team. Apply document-classification, access-control, retention and version-control requirements consistently to Board and corporate records, and promptly escalate any confidentiality, information-security or data-integrity concern. Management of General Meetings Manage the organisation and governance of the Annual General Meeting and Extraordinary General Meetings, including the preparation of notices, proxy documentation, attendance records and related corporate materials. Prepare first drafts of shareholder resolutions. Coordinate administrative correspondence and authorised document flows with the majority public shareholder and other shareholders; institutional or substantive communications remain subject to the mandate and validation of the Secretary General. Identify and escalate governance, filing and corporate compliance risks, control gaps and emerging issues, and support the follow-up of agreed mitigating actions. Corporate Governance and Advisory Support Support the Secretary General in translating the Group’s strategic agenda into forward-looking Board and Committee work programmes, ensuring that material governance, oversight and decision matters are addressed at the appropriate level and time. Monitor developments in corporate governance, company law, listing requirements and stakeholder expectations; assess their potential implications for the Group and prepare concise governance intelligence, impact analyses and recommendations. Identify required updates to the corporate governance charter, policies, Board and Committee charters and director induction materials, and formulate well-founded recommendations for consideration by the Secretary General. Contribute to the design and implementation of the governance roadmap, including Board effectiveness priorities, policy and charter reviews, governance simplification, subsidiary governance alignment and digital transformation initiatives. Develop decision-support reporting that provides the Secretary General and governance bodies with clear insight into actions, compliance milestones, emerging risks and the effectiveness and maturity of key governance processes. Identify opportunities to enhance governance maturity and Board effectiveness and prepare evidence-based proposals for consideration by the Secretary General.