COMPANY SECRETARY ASSISTANT (IN-HOUSE)

Private Advertiser; West Coast Division; On-site; MYR 100,000 - 150,000; Full time

Job summary

A corporate service provider in Malaysia is seeking a Corporate Secretarial Assistant to support statutory, corporate governance, and compliance matters. Responsibilities include preparing and lodging documents, maintaining statutory registers, and ensuring compliance with the Companies Act 2016. The ideal candidate has a diploma in Corporate Administration and 1-3 years of relevant experience, especially knowledge of SSM procedures. Mandarin speaking candidates are preferred. This role offers a chance to work independently and handle confidential information.

Qualifications

• 1–3 years working experience in company secretarial matters.
• Knowledge of Companies Act 2016 and SSM procedures.
• Ability to work independently and handle confidential information.

Responsibilities

• Prepare, file, and lodge statutory documents.
• Maintain and update statutory registers and corporate records.
• Monitor compliance with regulations and internal policies.

Skills

Organizational skills

Attention to detail

Mandarin speaking

Education

Diploma in Corporate Administration or related field

Tools

SSM MyCoID

MBRS system

Job description

To support the company’s statutory, corporate governance, and compliance matters, ensuring all filings and corporate records are properly maintained in accordance with the Companies Act 2016 and regulatory requirements.

Key Responsibilities

Corporate Secretarial Duties

Assist in preparing, filing, and lodging statutory documents with SSM (e.g. Annual Return, resolutions, forms).

Maintain and update statutory registers, minute books, and corporate records.

Prepare Board of Directors’ and shareholders’ resolutions, notices, agendas, and minutes.

Monitor and ensure compliance with Companies Act 2016, SSM regulations, and internal policies.

Compliance & Governance

Track statutory deadlines and ensure timely submission of filings.

Assist in implementing corporate governance best practices.

Liaise with external auditors and regulators when required.

Administrative Support

Maintain company documents (hardcopy and digital records).

Handle correspondence related to corporate matters.

Support corporate exercises such as share allotments, director changes, and company restructuring.

Requirements & Qualifications

Diploma in Corporate Administration/company secretarial practiceor related field.

Mandarin-speaking candidates are preferred.

1–3 years working experience in performing company secretarial matters.

Knowledge of Companies Act 2016 and SSM procedures.

Familiar with SSM MyCoID / MBRS system (added advantage).

Good organizational skills and attention to detail.

Able to work independently and handle confidential information.