Board Secretariat & Compliance Specialist

China, Beijing Branch; Hong Kong; On-site; HKD 420,000 - 620,000; Full time

Job summary

The Center is seeking a Secretariat professional to join the Group Legal, Compliance & Secretariat (LCS). You will provide comprehensive secretarial and administrative support to the Secretariat team, manage board papers, and coordinate meetings including HKMA sessions.

You will assist with regulatory filings, filing systems, and compliance under the Companies and Banking Ordinances. The ideal candidate holds a recognized company secretarial qualification or degree, with 5+ years of HK corporate

Qualifications

• Associate/Fellow member of the Institute of Company Secretaryship and Administration, legal practitioner or degree holder in relevant discipline.
• Minimum 5 years' of solid corporate secretarial experience with large corporations in Hong Kong.
• Relevant experience with financial institutions would be an advantage
• Good knowledge of relevant statutory and regulatory requirements as well as standard company secretarial practices
• Strong language capabilities, proficient in English and Chinese
• Strong communication and interpersonal skills
• Meticulous and dedicated to the job

Responsibilities

• Provide comprehensive secretarial and administrative support to the Secretariat team.
• Manage office equipment supply and inventory control.
• Maintain accurate leave registers and attendance records.
• Liaise with the IT department for system support and procure office supplies, including stationery and letterheads.
• Collaborate with staff and secretaries from other divisions to collate necessary presentation materials.
• Assist in the compilation and timely dispatch of board papers to directors.
• Support the seamless execution of board and other meetings, including providing administrative assistance, greeting directors, and coordinating Hong Kong Monetary Authority (HKMA) meetings.
• Facilitate the logistics for management, board, and board committee meetings.
• Aid in drafting routine board and member resolutions for matters arising in the ordinary course of business.
• Assist supervisors with routine tasks and the processing of disclosure forms and regulatory filings.
• Support the updating of the seal register for the execution of deeds and relevant credit-related documents.
• Maintain and update various control lists to ensure compliance with regulatory requirements, including those specified by the Companies Ordinance, Banking Ordinance, Hong Kong Monetary Authority's guidelines, and Securities and Futures Ordinance.
• Implement and maintain robust filing systems for statutory records, legal agreements, minute books, and registers.
• Prepare and generate specified forms for regulatory filings and reporting to the Companies Registry and Securities and Futures Commission.
• Manage the renewal of Business Registration Certificates and other company licenses.

Skills

English & Chinese

Communication

Attention to detail

Interpersonal skills

Education

Institute of Company Secretaries member

Degree in related discipline

Legal practitioner qualification

Tools

Microsoft Office

Job description

The Center is seeking a Secretariat professional to join the Group Legal, Compliance & Secretariat (LCS). You will provide comprehensive secretarial and administrative support to the Secretariat team, manage board papers, and coordinate meetings including HKMA sessions.

You will assist with regulatory filings, filing systems, and compliance under the Companies and Banking Ordinances. The ideal candidate holds a recognized company secretarial qualification or degree, with 5+ years of HK corporate