Company Secretary Assistant

CONSTANTIN PAC; Batu Kawan; On-site; MYR 30,000 - 60,000; Full time

Job summary

CONSTANTIN PAC in Malaysia is seeking a Company Secretary Assistant to provide administrative and corporate secretarial support for Singapore-compliant activities. You will assist with incorporations, statutory filings, record-keeping and drafting resolutions under the guidance of the Corporate Secretarial team.

The role involves liaising with clients, regulators and advisers, maintaining registers, and ensuring timely filings while upholding accuracy and regulatory deadlines.

Qualifications

• Diploma, degree, or equivalent in business, administration, law, or related field.
• 1–3 years of corporate secretarial experience preferred.
• Fresh graduates with strong administrative skills may be considered.
• Familiarity with BizFile+ and corporate secretarial processes is an advantage.

Responsibilities

• Assist in incorporation, filings, and maintaining records for client companies.
• Prepare and draft directors' and shareholders' resolutions and AGM docs.
• Maintain statutory registers and ensure proper filing of records.
• Support invoicing and billing related to corporate secretarial services.
• Liaise with clients, regulators, banks and professional advisers.

Skills

Corporate secretarial

Attention to detail

Written & verbal comms

Education

Diploma or Degree

Tools

BizFile+

Diligent Entities

Viewpoint

Job description

The Company Secretary Assistant provides administrative and corporate secretarial support to ensure client companies comply with the requirements of the Singapore Companies Act and related regulations. The role involves assisting with company incorporations, statutory filings, maintaining corporate records, preparing resolutions, and supporting the Company Secretary in managing a portfolio of clients.

Key Responsibilities

Corporate Secretarial Support

Assist in the incorporation of Singapore companies, branches, representative offices, and other business entities.

Prepare and draft routine corporate secretarial documents, including:

• Directors' resolutions
• Shareholders' resolutions
• Minutes of meetings
• Annual General Meeting (AGM) documents
• Written resolutions

Maintain and update statutory registers and company records.

Ensure all corporate records are properly maintained and filed.

Regulatory Compliance

Assist with statutory filings through ACRA's BizFile+ system.

• Annual Returns
• AGM requirements
• Changes in directors, shareholders, company officers, and registered addresses

Ensure compliance with the Singapore Companies Act and relevant regulatory requirements.

Assist with KYC, customer due diligence, and onboarding procedures where required.

Client Management

Liaise with clients, government authorities, banks, and professional advisors.

Respond to client enquiries regarding routine corporate secretarial matters.

Coordinate the collection of information and supporting documents from clients.

Follow up with clients on outstanding compliance matters.

Administrative Support

Maintain physical and electronic corporate files.

Prepare engagement letters and administrative documentation.

Assist with invoicing and billing matters related to corporate secretarial services.

Support internal compliance and quality control processes.

Perform other administrative duties as assigned.

Qualifications & Experience

Diploma, Degree, or equivalent qualification in Business Administration, Corporate Administration, Law, Finance, or a related field.

1-3 years of relevant corporate secretarial experience preferred.

Fresh graduates with strong administrative skills may also be considered.

Familiarity with ACRA regulations and BizFile+ would be an advantage.

Experience in a corporate secretarial firm, accounting firm, law firm, or corporate services provider is preferred.

Strong attention to detail and accuracy.

Good organizational and time management skills.

Ability to manage multiple assignments and deadlines.

Strong written and verbal communication skills in English.

Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).

Knowledge of corporate secretarial software (e.g., Diligent Entities, Viewpoint, BoardRoom, or similar) is advantageous.

Ability to work independently and as part of a team.

Professional and client-service oriented attitude.

Reporting Line

Reports to the Corporate Secretarial Manager / Senior Corporate Secretary.

Key Performance Indicators (KPIs)

• Timely completion of statutory filings.
• Accuracy of corporate secretarial documents.
• Compliance with regulatory deadlines.
• Client satisfaction and responsiveness.
• Maintenance of accurate corporate records.

Company Secretary Assistant

Corporate Secretarial Executive

Senior Corporate Secretarial Executive

Corporate Secretarial Manager

Employment Type

Full-time

Based in Malaysia