Job Description

Manage and carry out the whole spectrum of company secretarial duties to ensure efficient running of meetings and compliance with local laws, regulations and disclosure requirements.

Job Responsibilities:

• Manage departmental operating budgets and costs according to annual allocation to ensure efficient usage of resources, where applicable
• Convene and manage Annual General Meetings (AGMs)/key meetings to ensure effective running of meetings
• Advise senior management on relevant disclosures and procedures, facillitate information preparation and formally lodge disclosures to comply with local company/securities laws and regulations
• Highlight potential conflicts of interest and situations of non-compliance with company/securities laws and regulations, including recommendations to ensure proper issues resolution
• Maintain and update the register of shareholders to ensure upkeep of records in accordance with country laws and regulations
• Maintain and update statutory records including company registers, resolutions, minutes and returns in compliance to Companies Act 2016
• Communicate to key stakeholders and shareholders (e.g. emails, phone calls, drafting of circulars to shareholders, etc.) to keep them informed of meetings and the next steps
• Partner with internal stakeholders on matters related to company/securities laws and regulations to ensure compliance with such laws
• Liaise with external parties (e.g. registrar of companies, local regulators, stock exchanges, etc.) on disclosure submissions in line with local laws and regulations
• To prepare and organize Board and Members’ meetings
• To prepare pre and post meetings of the Board of Directors
• To prepare Minutes of Meetings for Board Meeting and key meetings (which include Audit Committee Meetings and Nomination and Remuneration Committee Meetings)
• To prepare and lodge statutory return and documents to SSM
• Responsible for the preparation of resolutions and other corporate secretarial documents
• To prepare Annual Report and Circulars to shareholders of the Company
• To ensure compliance with Companies Act, Bursa Listing Requirements, and other relevant legislations
• To update the database containing corporate information and documents of entities

Job Requirements:

• ICSA qualification or its equivalent
• Degree in Law/Business Studies is an added advantage
• Minimum eight to ten years’ experience in a similar role
• Minimum two to three years’ experience in a managerial capacity
• Experience doing company secretarial work in an organization of similar size is preferred
• Demonstrate sound knowledge in the principles of law governing meetings
• Demonstrate sound knowledge of company/securities laws, regulations and procedures, disclosure requirements of local regulators, etc.
• Demonstrate fluency in English (both written and spoken). Proficiency in any other language is an additional asset
• Demonstrate ability to handle highly sensitive and confidential information with integrity
• Demonstrate proficiencies in office productivity tools (e.g. Excel, Word and PowerPoint)