Job Description

Contract Duration: 1 year

Work Location: Kuala Lumpur

Job Purpose:

The Assistant Manager, Board Secretariat & Administration supports the effective administration of Board, Board Committee and Executive Leadership Team (ELT) governance processes, while overseeing key operational, risk management and administrative functions within the Group Corporate Secretarial Department. The role works closely with Directors, senior management and internal stakeholders to ensure efficient governance, compliance and departmental operations.

Key Accountabilities

Governance & Meeting Management

• Coordinate Board, Board Committee, ELT and special meetings.
• Manage meeting notices, agendas, meeting papers and follow-up of action items.
• Administer Board portal activities and maintain governance records.
• Manage the annual corporate governance calendar and key governance milestones.

Directors & Staff Administration

• Coordinate Directors' induction, training and continuous professional development programmes.
• Manage onboarding and offboarding processes for Directors and department staff.
• Support governance-related engagement sessions, site visits and stakeholder coordination.

Risk, Compliance & Business Continuity

• Coordinate departmental Business Continuity Plan (BCP) activities, testing and updates.
• Maintain departmental risk registers and monitor mitigation actions.
• Assist in implementing governance best practices and compliance initiatives.

Financial & Administrative Management

• Monitor departmental budget utilisation and expenditure.
• Process and track invoices, purchase requests and vendor payments.
• Verify staff claims in accordance with company policies and procedures.
• Coordinate team-building activities and departmental events.
• Manage general administrative matters and special projects undertaken by the Group Corporate Secretarial Department.

Requirements:

Qualifications

• Bachelor's Degree in Corporate Governance, Company Secretarial Practice, Business Administration, Law, Management, Finance, Accounting or a related discipline.
• Professional qualification such as CGI/MAICSA, CGQP or equivalent is an added advantage.

Experience

• Minimum 5–8 years of relevant working experience in Corporate Secretarial, Board Secretariat, Corporate Governance, Company Administration or related functions.
• Experience supporting Board and Board Committee meetings within a Public Listed Company (PLC), Government-Linked Company (GLC), Multinational Corporation (MNC) or large corporate organisation is preferred.
• Exposure to Board portal systems (e.g. Convene, Diligent or BoardPAC), budget administration and governance reporting is advantageous.

Competencies

• Strong knowledge of corporate governance and Board processes.
• Good understanding of regulatory and compliance requirements.
• Strong organisational, coordination and stakeholder management skills.
• Excellent written and verbal communication skills.
• High level of integrity, professionalism and confidentiality.
• Ability to manage multiple priorities and work effectively under tight deadlines.