Assistant Manager/Manager - Funds Corporate Secretary

VISTRA; Johor Bahru; Hybrid; MYR 180,000 - 260,000; Full time

Benefits offered by this job

Hybrid working arrangement

Birthday leave

Medical insurance

Dental coverage

Wellness allowance

Annual leave

Mentorship program

Professional membership fees (ICSA)

Job summary

Vistra is seeking a Manager, Corporate Secretarial Services in Johor Bahru, Malaysia. You will lead a team to handle corporate secretarial works for offshore jurisdictions, ensuring statutory compliance, governance and accurate documentation.

The role involves overseeing minutes, resolutions, records, KYC, and work pass administration while aligning with OKRs and service delivery timelines.

Qualifications

• Degree or Diploma in business administration or law.
• MAICSA/ICSA qualification or pursuing MAICSA/ICSA.

Responsibilities

• Lead and manage a team handling corporate secretarial work across multiple jurisdictions.
• Ensure statutory compliance, filings, governance and record-keeping.
• Prepare minutes, resolutions and statutory documents; maintain records and KYC.
• Oversee work pass administration: application, renewal, issuance and cancellation.
• Develop staffing plans and allocate resources to meet deadlines and OKRs.
• Escalate and communicate with stakeholders to ensure smooth operations.

Skills

Communication

Organising

Analytical thinking

Problem solving

Attention to detail

Independent

Time management

Team player

Corporate secretarial knowledge

Education

Degree / Diploma in business administration or law

MAICSA/ICSA qualification

Job description

It’s never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business — to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.

We have an exciting opportunity for you to join our team as Manager, Corporate Secretarial Services. Reporting to the Senior Manager, full-time and permanent position is based in Johor Bahru, Malaysia, allowing you to make a significant impact to our Corporate Secretarial Services and its’ growth.

Key responsibilities:

• Manage a team of Assistant Manager, Assistants and Associates in handling a wide spectrum of corporate secretarial works for various jurisdiction including offshore companies (i.e. Cayman Islands and British Virgin Islands), as follows:
• Ensure compliance with provisions of corporate enactments, statutory reporting / filing and corporate governance
• Prepare minutes, resolutions and statutory documents etc
• Update and maintain statutory records
• Ensure documents and files are correctly named, saved and maintained in the database
• Provide KYC support and maintain KYC documentation
• Provide other administrative support to the corporate secretarial teams
• Prepare agenda, issue notice, attend (where necessary) and record minutes of relevant board meetings.
• Assist in preparing/reviewing/managing work pass administration including application, renewal, issuance and cancellation of Work Pass.
• Lead, assign and review works prepared by the team to ensure product/service quality in a timely and effective manner as per OKRs and service delivery schedule
• Develop and maintain staffing plans, effectively allocating resources to ensure operational demands and deadlines are met
• Serve as an point of escalation or communication for both team members and business unit stakeholders, building and maintaining strong relationships to ensure the company’s operational needs are met and fostering collaborative solutions to challenges
• Monitor OKRs to enhance operational performance while leading and inspiring team members through mentoring and capacity building, empowering them to execute their roles effectively and efficiently
• Contribute to the continuous improvement of team through reviewing, streamlining, establishing, and implementing standard procedures, including process mapping, development of templates and system enhancement
• Any other ad-hoc duties/projects.

Key requirements:

• Excellent communication and interpersonal skills
• Strong organising, analytical and problem-solving skills
• Meticulous attention to fine detail and able to work to tight deadlines and multi-tasking
• Independent and self-motivated
• Ability to organise and prioritize work with minimum supervision
• Strong team player
• Be conversant with the full spectrum of corporate secretarial duties.
• Min of 3 years’ experience in managerial roles such as Team Leader
• Min of 5 years’ experience in handling a portfolio independently
• Experience in the professional firms and in handling companies in various jurisdictions is an advantage.
• Knowledge on fund structures and compliance would be an advantage

Education/Professional Qualifications

• Degree / Diploma in business administration or law
• Recognized Degree / Diploma with MAICSA/ICSA qualifications or currently pursuing MAICSA /ICSA

Company Benefits:

At our Malaysia office, we believe in putting our employees’ well-being first! We offer a flexible hybrid working arrangement and birthday leave.

Additionally, we provide comprehensive medical insurance and dental coverage, wellness allowance and competitive annual leave entitlement to support your well-being and time to recharge or explore your passions out of work.

As advocates of continuous learning and professional development, we provide an internal mentorship program and reimburse professional membership fees for certifications like ICSA, ensuring you stay ahead in your field.