Company Secretarial Assistant

John Swire & Sons (H.K.) Ltd.; Hong Kong; On-site; HKD 240,000 - 320,000; Full time

Job summary

John Swire & Sons (H.K.) Limited is seeking a Company Secretarial Assistant to support in providing a full spectrum of secretarial services for the Swire Group’s listed companies and subsidiaries. The role covers documentation, statutory filings, board meeting support, and liaison with offshore agents across jurisdictions.

The ideal candidate has a bachelor’s degree, HKCGI student membership preferred, and at least 1 year of experience with strong English and Chinese communication skills.

Qualifications

• Bachelor's degree or above in Corporate Governance, Translation, Business Administration or other relevant disciplines.
• Preferably a student member of HKCGI (Hong Kong Chartered Governance Institute).
• At least 1 year of company secretarial experience; fresh graduates considered.
• Proficient in Microsoft Office Suite.

Responsibilities

• Prepare company secretarial documentation and file statutory documents timely.
• Maintain and update databases and corporate records per laws and regulations.
• Assist in board and committee meetings, including packs and resolutions.
• Liaise with offshore service agents for statutory filings and KYC across jurisdictions.
• Manage company bank accounts and signatories, including KYC and authority limits.
• Support engagement with banks, shareholders and other stakeholders.
• Assist in establishing, winding up and restructuring companies as needed.
• Provide clerical support and ad hoc assignments.

Skills

Interpersonal skills

Attention to detail

Verbal and written English and Chinese

Education

Bachelor's degree or above in relevant disciplines

Tools

Viewpoint

Boardvantage

Microsoft Office Suite

Job description

John Swire & Sons (H.K.) Limited

The Swire Group is a highly-diversified global corporation, with businesses encompassing property, beverages and food chain, aviation, marine, as well as trading and industrial activities. Its core businesses are mainly focused in Asia, with its key operations in Hong Kong and the Chinese Mainland. Within Asia, Swire's activities come under the Group's publicly quoted arm, Swire Pacific Limited, which is the largest shareholder in two Hong Kong listed companies: Swire Properties and Cathay Pacific Airways.

Company Secretarial Assistant

Our Company Secretary's Department is now inviting candidates to apply for the following position: The job holder supports in providing a full spectrum of company secretarial services to the dedicated Swire Group’s listed companies and subsidiaries in various jurisdictions.

Responsibilities

• Prepare company secretarial documentation and arrange for statutory filings in a timely manner
• Monitor, update and maintain database and corporate records, such as minute book, registers, agreements, etc., in compliance with applicable laws and regulations
• Assist in preparation, on-site support and follow-up for board and committee meetings, and annual general meetings, including meeting packs and board resolutions
• Liaise with offshore service agents to handle statutory filing requirements and KYC processes for various jurisdictions such as BVI and Cayman Islands
• Manage companies’ bank accounts, including handling signatories changes, authorisation limits and KYC requests
• Support engagement activities with banks, shareholders and other stakeholders
• Assist in establishing, winding up and restructuring companies as needed
• Provide clerical support and perform ad hoc assignments as assigned

To be successful in this role, you must have:

• Bachelor’s degree or above in Corporate Governance, Translation, Business Administration or other relevant disciplines
• Preferably a student membership of the Hong Kong Chartered Governance Institute (HKCGI)
• At least 1 year of company secretarial experience. Fresh graduates will also be considered
• Sound proficiency in Microsoft Office Suite
• Experience in database management. Knowledge of using Viewpoint and Boardvantage would be an advantage
• Strong interpersonal skills and the ability to work well with people at all levels
• Attention to detail and a proactive approach to problem-solving
• Good command of verbal and written English and Chinese (Putonghua and Cantonese)

Application deadline: 13 November 2026

We are an equal opportunities employer dedicated to fostering diverse workforce and inclusive workplace. As a corporate partner of CareER, we welcome and encourage applications from candidates with different abilities, experiences and backgrounds.

We are committed to creating an accessible recruitment process. If you are unable to submit your application online, or require any accommodations or special assistance during any stage of the recruitment process, please let us know at [e-mail] or by mailing to 5/F One Taikoo Place, 979 King's Road, Quarry Bay, Hong Kong.

We will contact all shortlisted candidates. All personal data collected will be kept strictly confidential, used solely for recruitment and selection purposes, and handled in accordance with the Hong Kong Personal Data (Privacy) Ordinance.