Job Purpose
This role supports the Head/Manager of the Corporate Secretarial Department in managing and supervising corporate secretarial functions while ensuring the company and its subsidiaries comply with all statutory and regulatory requirements.
The position involves coordinating board and shareholder meetings, maintaining statutory records, and supporting corporate governance practices across the organisation.
Key Responsibilities
Corporate Secretarial & Governance Compliance
- Draft, review and format corporate secretarial documents including resolutions, statutory forms, and official correspondence.
- Maintain and update statutory records, registers, and books in accordance with the Companies Act 2016 and relevant regulations.
- Ensure timely and accurate filing of statutory documents with the Companies Commission of Malaysia (SSM/CCM) and other relevant authorities.
- Provide guidance to directors and senior management on corporate governance practices and regulatory compliance.
Board & Shareholder Meetings
- Coordinate the scheduling, logistics, and documentation for board, committee and shareholder meetings.
- Prepare board papers, agendas, and meeting notices.
- Attend meetings and ensure accurate and timely preparation of minutes.
Stakeholder Management
- Liaise with directors, shareholders, auditors, regulators, and external secretarial agents.
- Manage communication and submissions with regulatory authorities such as SSM, Bursa Malaysia, and relevant bodies.
Team Leadership
- Guide and mentor junior team members in corporate secretarial practices.
- Review and supervise work to ensure accuracy, quality, and compliance.
Corporate Exercises & Projects
- Assist with corporate exercises such as M&A transactions, IPOs, restructurings, and other corporate initiatives.
- Coordinate due diligence, documentation, and regulatory filings related to corporate transactions.
- Support other ad-hoc assignments when required.
Qualifications & Requirements
Academic Qualifications
- Degree in Corporate Administration, Law, Business, or related discipline, or ICSA graduate.
Professional Certification (Preferred)
- MAICSA / CGI (ICSA) qualification or equivalent.
Experience
- 46 years of corporate secretarial experience.
- Experience in public listed companies or professional services firms is an advantage.
- Familiarity with board portal systems (e.g., BoardPAC) and Microsoft Office.
Technical Competencies
- Hands-on experience in:
- Board, shareholder and management meetings
- Minute writing and drafting resolutions
- Corporate secretarial documentation
- Regulatory filings with SSM, Bursa Malaysia, Securities Commission, etc.
- Strong knowledge of:
- Companies Act 2016
- Bursa Malaysia Listing Requirements
- Corporate governance and compliance practices.
Soft Skills
- Strong communication, analytical and interpersonal skills.
- Good team player with strong attention to detail.
