Company Secretary Assistant

CPAC ADVISORY MALAYSIA SDN. BHD.; Kuala Lumpur; On-site; MYR 42,000 - 54,000; Full time

Job summary

CPAC ADVISORY MALAYSIA SDN. BHD. seeks a Company Secretary Assistant to provide corporate secretarial support across client portfolios. Responsibilities include company incorporations, document drafting, filings, and maintaining records.

You will assist with client communications, regulatory filings, and administrative tasks, working under the Corporate Secretarial Manager to ensure compliance and accuracy.

Qualifications

• Diploma or degree in business/related field.
• 1–3 years corporate secretarial experience preferred.
• Familiarity with corporate secretarial software is a plus.
• Strong attention to detail and organization.

Responsibilities

• Support corporate secretarial functions for client companies.
• Prepare routine documents: resolutions, minutes, AGM packs.
• Maintain statutory registers and filing, ensure compliance.
• Liaise with clients, authorities, banks and advisors.

Skills

English communication

MS Office

Attention to detail

Time management

Team collaboration

Education

Diploma or degree in Business Administration / related field

Tools

Diligent Entities

Viewpoint

BoardRoom

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.

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