Company Secretarial Assistant

Norvic Corporate Services Sdn Bhd; Petaling Jaya; On-site; MYR 22,000 - 39,000; Full time

Job summary

Norvic Corporate Services Sdn Bhd in Damansara Jaya, Selangor, is seeking a Company Secretarial Assistant to support client secretarial operations and ensure accurate governance records. You will help prepare statutory registers, minutes, and corporate documents while liaising with regulators and clients.

Join a professional team to develop expertise in governance, compliance, and admin, with opportunities for training and career progression in a busy corporate services firm.

Qualifications

• A qualification in business administration, company secretarial practice, or a related field, or equivalent practical experience.
• Strong organisational skills with meticulous attention to detail and the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office applications, particularly Excel and Word, and familiarity with document management systems.
• Excellent written and verbal communication skills in English, with the ability to articulate information clearly to clients and colleagues.
• Solid understanding of corporate governance principles, statutory requirements, and compliance procedures.
• Confidentiality and discretion when handling sensitive information.
• Proactive problem-solving and willingness to seek clarification when needed.

Responsibilities

• Assisting in the preparation and maintenance of statutory registers, minute books, and corporate documentation for multiple clients.
• Coordinating board meetings, shareholder meetings, and other corporate events, including scheduling and drafting minutes.
• Processing and filing corporate documents with regulatory authorities and ensuring deadlines are met.
• Liaising with clients to gather information and clarify requirements for secretarial matters.
• Maintaining organised filing systems, both physical and digital, and ensuring easy retrieval of documents.
• Assisting in preparation of annual returns, financial statements, and other regulatory filings.
• Providing administrative support to senior secretarial staff and supporting office operations.
• Researching corporate governance best practices and regulatory updates relevant to client needs.

Skills

Organisational skills

Attention to detail

Communication skills

Problem-solving

Education

Business Administration / Company Secretarial Practice

Tools

Microsoft Office

Document management systems

Job description

About us

Norvic Corporate Services Sdn Bhd is a leading provider of comprehensive corporate secretarial and compliance solutions. We specialise in delivering professional services to a diverse range of organisations, helping them navigate complex regulatory requirements and maintain robust governance frameworks. Our commitment to excellence, integrity, and client satisfaction has established us as a trusted partner for businesses seeking expert guidance in corporate administration and compliance matters.

About the role

We are seeking a Company Secretarial Assistant to join our growing team in Damansara Jaya, Selangor. This is a full-time position that plays a vital role in supporting our company secretarial operations and ensuring our clients receive exceptional service. As a Company Secretarial Assistant, you will be instrumental in maintaining accurate records, coordinating administrative functions, and supporting the delivery of high-quality secretarial services. This position offers an excellent opportunity to develop your expertise in corporate governance and administration whilst working with a professional and collaborative team.

What you'll be doing

• Assisting in the preparation and maintenance of statutory registers, minute books, and corporate documentation for multiple clients
• Supporting the coordination of board meetings, shareholder meetings, and other corporate events, including scheduling, preparation of meeting materials, and drafting minutes
• Processing and filing corporate documents with relevant regulatory authorities and maintaining compliance with statutory deadlines
• Liaising with clients to gather information and clarify requirements for various secretarial matters
• Maintaining organised filing systems, both physical and digital, ensuring all documents are readily accessible and properly indexed
• Assisting in the preparation of annual returns, financial statements, and other regulatory filings
• Providing administrative support to senior secretarial staff and contributing to the smooth operation of the office
• Conducting research on corporate governance best practices and regulatory updates relevant to client needs
• Managing correspondence and communications with clients and regulatory bodies in a timely and professional manner

What we're looking for

• A qualification in business administration, company secretarial practice, or a related field, or equivalent practical experience
• Strong organisational skills with meticulous attention to detail and the ability to manage multiple tasks simultaneously
• Proficiency in Microsoft Office applications, particularly Excel and Word, and familiarity with document management systems
• Excellent written and verbal communication skills in English, with the ability to articulate information clearly to clients and colleagues
• A solid understanding of corporate governance principles, statutory requirements, and compliance procedures
• Competence in maintaining confidentiality and handling sensitive corporate information with discretion
• A proactive approach to problem-solving and a willingness to seek clarification when needed
• Experience working in a corporate secretarial, legal, or compliance environment would be advantageous
• Knowledge of Malaysian corporate law and Companies Commission of Malaysia (SSM) requirements is highly desirable
• A commitment to professional development and staying current with regulatory changes in the corporate secretarial field

What we offer

At Norvic Corporate Services Sdn Bhd, we value our employees and are committed to fostering a supportive and engaging workplace. We offer competitive remuneration packages, opportunities for professional development and training to enhance your secretarial qualifications, a collaborative team environment where your contributions are recognised and valued, exposure to diverse clients and industries which broadens your experience and knowledge, and a structured career progression pathway within our growing organisation. We believe in maintaining a positive work-life balance and provide a professional workplace that prioritises employee wellbeing and job satisfaction.