Company Secretary & Finance

Private Advertiser; Shah Alam; On-site; MYR 60,000 - 100,000; Full time

Job summary

Private Advertiser in Malaysia is seeking an Assistant Company Secretary to support governance, compliance and administrative duties across a regional Southeast Asia group. You will maintain statutory records and coordinate filings across jurisdictions, liaising with management, auditors and regulators.

The role requires a degree or professional qualification, familiarity with corporate secretarial practices, strong organization, attention to detail, MS Office proficiency and excellent English

Qualifications

• Degree, diploma or professional qualification in Corporate Administration, Corporate Governance, Company Secretarial Practice, Law, Business Administration, Accounting or related discipline.
• Relevant experience in company secretarial, corporate administration, governance, compliance or a related field.
• Candidates pursuing or holding professional qualifications such as CGI/ICSA, MAICSA or equivalent will have an advantage.
• Familiarity with corporate secretarial practices and regulatory compliance requirements.
• Experience in handling KYC, bank documentation, insurance administration or regulatory filings would be an advantage.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Meticulous attention to detail and a high level of accuracy.
• Good interpersonal and communication skills with the ability to liaise effectively with stakeholders across different jurisdictions.
• Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint.
• Good command of written and spoken English.

Responsibilities

• Maintaining and updating statutory records, corporate registers, corporate information and other corporate records for the Company, the subsidiaries and associated entities within the Group.
• Coordinating the execution, filing and submission of routine corporate documentation and statutory filings across multiple jurisdictions.
• Liaising with management, auditors, legal advisers, registered agents, corporate service providers and regulatory authorities on corporate secretarial and compliance matters.
• Supporting KYC and due diligence exercises with banks, financial institutions, insurers and other counterparties, including the collection and maintenance of corporate and beneficial ownership documentation.
• Coordinating the renewal and administration of all Business insurance policies, D&O insurance, corporate insurance policies and related documentation.
• Monitoring compliance deadlines and maintaining records relating to annual filings, regulatory submissions, licenses, economic substance reporting, beneficial ownership reporting and other statutory requirements.
• Assisting with the maintenance and updating of corporate structure charts, authorized signatory records and governance-related documentation.
• Co-ordinating with local subsidiaries, invested companies and internal stakeholders to obtain and verify information required for governance, regulatory, KYC, insurance and other compliance purposes.
• Maintaining organized corporate records and ensuring proper document management and retention practices.
• Providing administrative and project support to the Company Secretary and management team, including assisting with the administrative and logistical coordination of board and committee meetings, and the collection and circulation of related documentation as required.
• Assisting with incorporation, registration, licensing, restructuring and dissolution matters across relevant jurisdictions.
• Co-ordinating with external legal counsel on corporate and transactional matters, including the execution of key corporate documents and resolutions on a timely basis.
• Coordinating the notarization, legalization and authentication of corporate documents and records.
• Undertaking such other duties and responsibilities as may be assigned by the Company Secretary or management from time to time.
• Coordinating with external legal counsel on corporate and transactional matters, including the execution of key corporate documents and resolutions.

Skills

Organizational skills

Attention to detail

Communication skills

Interpersonal skills

English proficiency

Education

Degree or diploma in Corporate Administration or related

CGI/ICSA MAICSA qualification advantageous

Tools

Microsoft Word

Excel

PowerPoint

Job description

We are seeking a proactive and detail-oriented Assistant Company Secretary to support the Company Secretary and management team in corporate governance, compliance, company secretarial and administrative matters across a regional group of companies operating in Southeast Asia.

The successful candidate will assist in maintaining corporate records, coordinating statutory and governance-related matters, liaising with internal and external stakeholders, and supporting regulatory, KYC, insurance and compliance-related activities. The role will have a dotted-line reporting relationship with the Group Company Secretary.

The Assistant Company Secretary will support the Company Secretary in the discharge of the Company's corporate secretarial, governance, compliance and administrative functions, including:

Activities & responsibilities supporting each area

Maintaining and updating statutory records, corporate registers, corporate information and other corporate records for the Company, the subsidiaries and associated entities within the Group.

Coordinating the execution, filing and submission of routine corporate documentation and statutory filings across multiple jurisdictions.

Liaising with management, auditors, legal advisers, registered agents, corporate service providers and regulatory authorities on corporate secretarial and compliance matters.

Supporting KYC and due diligence exercises with banks, financial institutions, insurers and other counterparties, including the collection and maintenance of corporate and beneficial ownership documentation.

Coordinating the renewal and administration of all Business insurance policies, D&O insurance, corporate insurance policies and related documentation.

Monitoring compliance deadlines and maintaining records relating to annual filings, regulatory submissions, licenses, economic substance reporting, beneficial ownership reporting and other statutory requirements.

Assisting with the maintenance and updating of corporate structure charts, authorized signatory records and governance-related documentation.

Coordinating with local subsidiaries, invested companies and internal stakeholders to obtain and verify information required for governance, regulatory, KYC, insurance and other compliance purposes.

Maintaining organized corporate records and ensuring proper document management and retention practices.

Providing administrative and project support to the Company Secretary and management team, including assisting with the administrative and logistical coordination of board and committee meetings, and the collection and circulation of related documentation as required.

Assisting with incorporation, registration, licensing, restructuring and dissolution matters across relevant jurisdictions.

Co-ordinating with external legal counsel on corporate and transactional matters, including the execution of key corporate documents and resolutions on a timely basis.

Coordinating the notarization, legalization and authentication of corporate documents and records.

Undertaking such other duties and responsibilities as may be assigned by the Company Secretary or management from time to time.

Coordinating with external legal counsel on corporate and transactional matters, including the execution of key corporate documents and resolutions.

Requirements

Degree, diploma or professional qualification in Corporate Administration, Corporate Governance, Company Secretarial Practice, Law, Business Administration, Accounting or related discipline.

Relevant experience in company secretarial, corporate administration, governance, compliance or a related field.

Candidates pursuing or holding professional qualifications such as CGI/ICSA, MAICSA or equivalent will have an advantage.

Familiarity with corporate secretarial practices and regulatory compliance requirements.

Experience in handling KYC, bank documentation, insurance administration or regulatory filings would be an advantage.

Strong organizational skills with the ability to manage multiple tasks and deadlines.

Meticulous attention to detail and a high level of accuracy.

Good interpersonal and communication skills with the ability to liaise effectively with stakeholders across different jurisdictions.

Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint.

Good command of written and spoken English.