Job Description

Department: Company Secretarial Department / Client Services

Reporting Line: Company Secretary, Principal Assurance and Governance Officer

The Client Executive (CE) acts as a corporate brand ambassador, responsible for promoting, upholding, and safeguarding the company's reputation by delivering high-quality services to a diverse portfolio of clients.

The role requires strong ethical standards, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

KEY RESPONSIBILITIES

1. Portfolio Management & Company Secretarial Support

• Take full ownership of the day-to-day administration of a portfolio of clients, ensuring all corporate and fiduciary activities are handled efficiently and in line with internal standards;
• Prepare, review, and process statutory documentation including resolutions, minutes, registers, and corporate filings for both client entities and internal group companies;
• Coordinate the incorporation, restructuring, and dissolution of entities, ensuring compliance with applicable laws and internal governance procedures;
• Plan, organize, and support board and committee meetings, including drafting agendas, preparing board packs, circulating documents, and ensuring timely follow-ups;
• Attend meetings where required and produce accurate, clear, and concise minutes and action logs within agreed timelines;
• Maintain statutory registers and ensure proper maintenance, safekeeping, and updating of all client records and documentation;
• Conduct periodic file reviews to ensure completeness, accuracy, and compliance with regulatory and internal requirements;
• Oversee document management processes including proper archiving, retention, and secure destruction (shredding) of documents.

2. Compliance & Governance

• Ensure strict adherence to all applicable legal, regulatory, and internal compliance requirements across all client matters;
• Perform and maintain Customer Due Diligence (CDD) and Know Your Client (KYC) documentation, ensuring files are up-to-date and compliant with regulatory standards;
• Prepare and submit statutory filings to relevant authorities (ROC, FSC, MRA, Registrar General) within prescribed deadlines to avoid penalties;
• Identify potential compliance risks, unusual or suspicious transactions, and escalate issues promptly in line with internal procedures;
• Support internal and external audits, assurance reviews, and ISAE 3402 assessments by preparing required documentation and responding to queries;
• Contribute to strengthening corporate governance practices by adhering to policies and acting as a point of reference for governance-related matters;
• Assist in the implementation and continuous improvement of internal systems, policies, and procedures;

3. Operational & Administrative Duties

• Prepare, review, and format business documents including reports, letters, memos, and presentations with a high level of accuracy and professionalism;
• Maintain and update client data and documentation in internal systems to ensure information is current, complete, and easily accessible;
• Monitor deadlines, track deliverables, and ensure timely execution of tasks across the portfolio;
• Accurately record time spent on client matters in time management systems for billing and reporting purposes;
• Provide administrative and coordination support to the team and department as required;
• Assist in special assignments such as liquidation cases, restructuring projects, or internal initiatives;
• Ensure proper follow-up on outstanding matters and maintain clear communication with all relevant stakeholders.

4. Financial & Transactional Support

• Process and monitor financial transactions including bank transfers, payments, and foreign exchange dealings in accordance with client instructions;
• Ensure all financial activities are properly documented and supported by adequate records for audit and compliance purposes;
• Liaise with banks and financial institutions to facilitate smooth execution of transactions;
• Monitor transaction timelines and ensure compliance with regulatory and internal requirements to avoid delays or penalties.

5. Stakeholder Engagement & Contribution

• Build and maintain strong working relationships with clients, regulators, financial institutions, and internal stakeholders;
• Act as a reliable point of contact for client queries, providing timely, accurate, and professional responses;
• Support the onboarding of new clients by coordinating documentation, due diligence, and incorporation processes;
• Conduct research to gain a better understanding of clients' business activities and applicable regulatory frameworks;
• Participate in training programs and continuously develop technical knowledge and professional skills;
• Share knowledge with team members and provide guidance to junior staff where appropriate;
• Contribute to a collaborative team environment and support initiatives aimed at improving service delivery and operational efficiency.

KEY REQUIREMENTS

• Degree in Law, Management or related field, or Professional Qualification (ICSA/STEP);
• Studying towards ICSA (minimum requirement);
• 3 years of relevant experience in the Global Business or Management Company sector;
• Good knowledge of legal and regulatory frameworks
• Understanding of company secretarial practices and corporate governance principles;
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook);
• Ability to work under pressure and meet tight deadlines;
• Strong attention to detail and multitasking ability;
• High level of integrity and confidentiality.
• Excellent communication skills in English and French (written and verbal);
• Strong organizational and time management skills;
• Ability to prioritize workload and manage competing deadlines;
• Proactive, self-motivated, and results-driven;
• Sound judgment and decision-making ability;
• Team player with ability to work independently;
• Adaptability to a fast-paced and high-pressure environment;
• Quick learner with the ability to apply knowledge effectively.

GENERAL

The Client Executive may be required to perform any other duties consistent with the role, as assigned by management, to support the evolving needs of the business.