Company Secretarial

Maxis; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading telecommunications company in Kuala Lumpur is seeking a Corporate Secretary to ensure compliance with all legal regulations and facilitate board operations. Responsibilities include managing corporate records, coordinating meetings, and providing administrative support to directors. The ideal candidate will have a relevant legal or business qualification, strong organizational skills, and the ability to thrive in a fast-paced environment. Join us to make a significant impact while advancing your career in a culture that values performance and commitment.

Benefits

Diversity and inclusion initiatives

Career development opportunities

Flexible working hours

Qualifications

• Knowledge of Malaysia's Companies Act and regulations.
• Prior experience in corporate secretarial or compliance roles.
• Strong organizational and communication skills.

Responsibilities

• Ensure compliance with legal requirements for secretarial functions.
• Manage corporate records and statutory filings.
• Coordinate board meetings and prepare meeting minutes.
• Support directors by managing complex requests.

Skills

Legal compliance

Board meeting coordination

Document management

Regulatory liaison

Education

Relevant legal or business qualification

Tools

BoardPAC system

Job description

Are you ready to get ahead in your career?

• We want to empower you to turn your ambitions into achievements.
• We thrive in inclusiveness, diversity and embrace close collaborations for you to create impact for yourself and others.
• Together, we aim to bring the best of technology to help people, businesses and the nation to be ahead in a changing world.
• To realise our vision to become Malaysia’s leading converged solutions company, we are looking for a new talent to innovate and grow with us in a culture that values commitment, performance and possibilities.

Why does this job exist and why is it critical?

Legal And Statutory Compliance

• Ensure all secretarial functions are executed in full compliance with the Constitution, Companies Act 2016, Bursa Malaysia Listing Requirements, Capital Market and Services Act, and all other applicable regulations, including the Malaysian Code on Corporate Governance.
• Monitor and prepare timely lodgment and submission of all statutory forms and returns to relevant authorities (e.g., Companies Commission of Malaysia, Bursa Malaysia).
• Keep abreast of and implement new statutory requirements, such as the maintenance and updating of beneficial ownership registers, and ensure compliance with anti-money laundering regulations and other recent legal changes.
• Prepare Bursa announcements for release upon approval.

Corporate Records Management

• Maintain and update statutory records/registers accurately and diligently, with particular attention to new and ongoing requirements surrounding beneficial ownership disclosure and transparency.
• Prepare resolutions, Annual Returns, statutory forms, and other documents, ensuring timely arrangements for signatures and subsequent filing.

Regulatory Liaison And Reporting

• Support function to Co Sec on engagement with regulatory authorities, government agencies, and external stakeholders on compliance and secretarial matters, ensuring all filings are completed promptly and accurately.
• Coordinate with internal stakeholders on statutory requests and requirements.

Board Support And Meeting Coordination

• Attend and/or facilitate Board and Committee Meetings, including preparing meeting agendas, papers, and minutes, and ensuring BoardPAC is collated and uploaded efficiently.
• The preparation and conduct of Board Meetings from the testing to logistics.
• Support Co Sec in the review internal meeting papers for compliance with applicable regulations and provide guidance on statutory and reporting requirements.

BoardPAC Administrator Role (requires Substantial Time Outside Office Hours)

• Troubleshoot and resolve BoardPAC issues raised by directors promptly (often weekends, nights or after hours).
• Coordinate with Maxis ISD and BoardPAC teams on system maintenance, upgrades, testing, user training, and rollout.
• Act as BoardPAC administrator, configuring system controls and managing user access and device policies in line with Maxis Cybersecurity and ISD standards.
• Manage the BoardPAC platform interface, including document uploads, folder organisation, and user content access.

General Meetings Coordination And Documentation

• Assist Co Sec in due diligence for the Integrated Annual Report and Circular to shareholders, as well as preparing minutes and documentation for Annual and/or Extraordinary General Meetings.
• Organise and support the execution of Annual and/or Extraordinary General Meetings.

Directors’ Support

• Provide comprehensive administrative support to the CoSec Department, including facilitating Board logistics and arrangements throughout the year.
• Manage demanding and time‑sensitive requests from directors, including arranging complex travel itineraries, processing claims, coordinating the use of corporate devices, and responding to urgent IT support needs, even on weekends and outside standard working hours, and often with immediate resolutions.
• Oversee and assist with directors’ personal and confidential matters, ensuring a high degree of professionalism and discretion in all interactions.
• Attend to ad‑hoc matters and undertake additional duties as assigned during this peak compliance period.

What’s next?

• Once you’ve applied online, our team will carefully review your application. Due to a high volume of applications, we appreciate your patience to allow for a fair and timely review process.
• Should you be shortlisted for the role, we will send you an invitation via email for a digital interview. You can also check on your application status by logging into your candidate account.

Maxis values diverse voices & people. We hire and reward our employees based on capability & performance — regardless of ethnicity, gender, age, education, religion, nationality or physical ability.