Company Secretarial Officer / Assistant

John Swire & Sons (HK) Limited; Hong Kong; On-site; HKD 300,000 - 420,000; Full time

Job summary

John Swire & Sons (HK) Limited, the holding company of the Swire Group, invites applications for the Company Secretarial Officer / Assistant role in Hong Kong. You will provide a full spectrum of company secretarial services to Swire's listed companies and subsidiaries across jurisdictions.

Key responsibilities include preparing secretarial documentation, statutory filings, board meeting support, and coordinating with offshore service agents for filing and KYC in BVI and Cayman Islands.

Qualifications

• Bachelor’s degree or above is required.
• Preferably HKCGI student member.
• At least 2 years of company secretarial experience; fresh grads may be considered.
• Proficient in Microsoft Office Suite; familiar with AI tools in daily work.
• Experience in database management; Viewpoint/Boardvantage is a plus.
• Strong interpersonal skills; detail-oriented and proactive.

Responsibilities

• Prepare company secretarial documentation and arrange statutory filings.
• Monitor and maintain corporate records, minute books and registers.
• Assist in board/committee meetings and AGMs, including packs and resolutions.
• Liaise with offshore service agents for filings and KYC in various jurisdictions.
• Manage company bank accounts, signatories changes, and KYC requests.
• Support engagement with banks, shareholders and stakeholders.
• Assist in establishing, winding up and restructuring companies as needed.
• Provide clerical support and perform ad hoc assignments.

Skills

Microsoft Office Suite

AI tools familiarity

Interpersonal skills

Attention to detail

English and Chinese (Putonghua/Canton–

Education

Bachelor’s degree or above

HKCGI student member

Tools

Viewpoint

Boardvantage

Job description

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.

John Swire & Sons (H.K.) Limited is the holding company of the publicly-listed conglomerate, Swire Pacific Limited. Our Corporate Finance Department is now inviting candidates to apply for the following position:

Company Secretarial Officer / Assistant

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
• Preferably a student membership of the Hong Kong Chartered Governance Institute (HKCGI)
• A minimum of 2 years of company secretarial experience. Fresh graduates or candidates with less experience may be considered Company Secretarial Assistant
• Sound proficiency in Microsoft Office Suite, with familiarity using emerging AI-powered tools in daily work
• 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)

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 @jsshk.com 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.