Senior Executive, Company Secretary

Job Description

• Position Overview: The Senior Executive, Company Secretarial, is a crucial role within the company secretarial department, responsible for supporting various aspects of corporate governance, regulatory compliance, and administrative functions. This role involves assisting senior team members and contributing to the efficient management of board meetings, regulatory filings, shareholder communication, and legal documentation.
• Key Responsibilities:
• Regulatory Compliance:
• Stay up-to-date with legal and regulatory requirements, ensuring the company's compliance with relevant laws and guidelines.
• Assist in the preparation and submission of statutory filings, disclosures, and reports to regulatory authorities.
• Corporate Records Management:
  • Maintain accurate and up-to-date corporate records, including registers of directors, officers, and shareholders.
  • Organize and manage corporate documents, contracts, and agreements in a systematic manner.
• Corporate Governance Support:
  • Support the implementation of corporate governance policies and procedures, ensuring alignment with industry best practices.
  • Contribute to the enhancement of board materials, presentations, and orientation materials for new directors.
• Board Support:
  • Assist in the orientation and onboarding of new directors, providing them with relevant information about the company's operations and governance framework.
  • Prepare and distribute board packs and relevant documents in advance of board meetings.
  • Coordinate follow-up actions on board decisions and resolutions.
• Board Meeting Coordination:
  • Assist in planning and organizing board meetings, committee meetings, and general meetings.
  • Prepare meeting agendas, collate relevant documents, and distribute materials to attendees.
  • Attending meetings, recording minutes, and preparing accurate and timely minutes and resolutions.
• Legal Assistance:
  • Collaborate with internal departments and external counsel to ensure legal requirements are met.
• Liaison with Internal and External Stakeholders:
  • Coordinate with various internal departments to gather information and materials required for meetings and compliance filings.
  • Interact with external advisors, regulatory bodies, and government agencies as needed.
• Liaison with Regulatory Authorities:
  • Interact with regulatory bodies, government agencies, and external advisors as required for compliance and reporting matters.
  • Assist in preparing and submitting regulatory filings and disclosures.
• Shareholder Relations:
  • Manage communication with shareholders, addressing inquiries, and handling routine shareholder-related matters together with the share registrar.
  • Coordinate the distribution of notices, proxies, and other communications to shareholders.
  • Maintain the shareholder register and update it with accurate and current information.
• Qualifications and Skills:
  • Bachelor’s degree in Business Administration, Law, or a related field. Legal qualifications are a plus.
  • 3 years experience in a company secretarial role with experience handling secretarial matters for public listed companies in Malaysia.
  • Familiarity with corporate governance principles and regulatory compliance.
  • Strong attention to detail and excellent organizational skills.
  • Effective communication and interpersonal abilities.
  • Proficiency in using office software (Microsoft Office, document management systems, etc.).
  • Ability to handle sensitive and confidential information with discretion.
  • Strong multitasking skills and the ability to meet deadlines.
• The Senior Executive, Company Secretarial, contributes to the overall effectiveness of the company's governance and compliance functions. By assisting the Company Secretary, supporting senior team members and participating in key processes, this role ensures the organization's adherence to regulations, facilitates transparent communication with stakeholders, and maintains essential corporate records.