Job Summary
To support and assist the Company Secretary in all aspects of company secretarial work, statutory files maintenance (i.e. maintain and update company's statutory books and records) and related statutory requirements.
Job Description
- Scheduling (and attending, when requested) Board, Board Committee, and General meetings throughout the year, including ad-hoc meetings as required.
- Gathering materials for meetings and preparing agenda papers, meeting files, and minutes of meetings.
- Preparing timely notices and circulation of meeting agendas and papers.
- Ensuring timely communication of Board decisions/directives to stakeholders and monitor follow-ups on outstanding matters.
- Ensuring that statutory filings and lodgments are completed within stipulated timelines and maintain up-to-date statutory books and records, including registers and minutes books.
- Ensuring timely regulatory submission / updates including in KijangNet and other relevant portals.
- Preparation of Extract Minutes, Circular Resolutions, and other statutory forms/documents.
- Liaise with external auditors during audit reviews, providing necessary information as requested.
- Attend to requests for information from regulatory bodies, auditors (internal and external), and other stakeholders.
- Assist in the annual review of the Board Charter and the Terms of Reference for Board Committees, and annual Board Effectiveness Evaluations.
- Assist in the arrangements for the induction of Directors and ongoing development needs/programs for Directors.
Requirements
- Bachelor's Degree / Professional Degree in Law, Accountancy or any related field and or
- Malaysian Institute of Chartered Secretaries and Administrators (MAICSA) qualification or any relevant certifications / memberships would be an added advantage.
- Minimum of 3 years of working experience in corporate environment.
- Sound knowledge of companies law (in relation to corporate secretarial works), AML, data privacy and regulatory requirements.
- Familiarity with the Financial Services Act, 2013.
- Willing to be trained to write Minutes of Meetings, manage reporting systems (MBRS and MyCoID (SSM reporting system) & KijangNet (BNM reporting system) and softwares (BoardBook, Diligent etc).
- Proficient in use of Microsoft applications Words / Excel / Power Point etc.
- Able to work independently and possess good verbal and written communication and interpersonal skills
