Corporate Secretarial & Administrative Executive

Pacific Inter-Link Sdn Bhd; Kuala Lumpur; On-site; MYR 78,000 - 112,000; Full time

Job summary

Pacific Inter-Link Group is seeking a Corporate Secretarial & Administrative Executive to join its Legal team in Kuala Lumpur. The role provides coordination and administrative support for corporate secretarial matters, statutory compliance, and related activities.

You will work with the Board of Directors, management, external secretaries, offshore agents, and authorities to ensure timely, accurate handling of corporate affairs and documentation.

Qualifications

• Bachelor’s degree in corporate administration, law, business administration or related discipline.
• 2–4 years of relevant corporate secretarial experience.
• Strong understanding of corporate secretarial practices and filing requirements.
• Experience with external company secretaries and offshore agents is an advantage.
• MAICSA qualification or partial completion is a plus.
• Strong organisational skills and ability to meet multiple deadlines.

Responsibilities

• Coordinate corporate secretarial and statutory matters with external company secretaries.
• Liaise with offshore corporate agents on renewals and regulatory requirements.
• Review resolutions and documents for accuracy and completeness.
• Coordinate with Directors on circulation, approval, signing and completion of documents.
• Maintain corporate records and statutory registers.
• Coordinate notarisation, CTC, legalisation and authentication of documents.
• Monitor deadlines for renewals, annual returns and regulatory filings.
• Coordinate translation of legal and corporate documents.

Skills

Organisational skills

Attention to detail

Multitasking

Communication skills

English proficiency

Bahasa Malaysia proficiency

MS Office proficiency

Education

Bachelor’s Degree in Corporate Administration

Law

Business Administration

MAICSA qualification (advantage)

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Cloud filing systems

Compliance tracking tools

Job description

Corporate Secretarial & Administrative Executive

Company: Pacific Inter-Link Group
Department: Legal
Location: Kuala Lumpur, Malaysia
Reporting To: Director of Legal
Employment Type: Full-time

About the Role

We are looking for a Corporate Secretarial & Administrative Executive to join our Legal team. This role provides comprehensive coordination and administrative support for corporate secretarial matters, statutory compliance, corporate documentation, legal records, and related administrative activities.

You will work closely with the Board of Directors, Management, external company secretaries, offshore corporate agents, legal advisers, government authorities, and other professional service providers to ensure corporate and statutory matters are handled accurately, efficiently, and within the required deadlines.

Key Responsibilities

Corporate Secretarial & Statutory Matters

Coordinate corporate secretarial and statutory matters with external company secretaries.

Liaise with offshore corporate agents on annual renewals, regulatory requirements, and other corporate matters.

Review corporate resolutions and documents prepared by external company secretaries for accuracy and completeness.

Coordinate with Directors and Management on the circulation, approval, signing, and completion of corporate documents.

Maintain accurate and up-to-date corporate records and statutory registers.

Corporate Documentation & Compliance

Maintain systematic physical and electronic filing systems for corporate, legal, and statutory documents.

Maintain proper document indexes for easy retrieval and reference.

Coordinate notarisation, Certified True Copy (CTC), legalisation, and authentication of corporate documents.

Liaise with relevant authorities and embassies where required.

Monitor statutory compliance calendars, corporate renewals, annual returns, financial statements, and other regulatory deadlines.

Track trademark renewal dates and coordinate renewal processes.

Document & Translation Coordination

Coordinate the translation of legal, corporate, and administrative documents.

Liaise with external translation service providers and relevant stakeholders to ensure timely completion.

Ensure translated documents are properly reviewed and submitted to the relevant parties.

Receive and verify invoices from lawyers, company secretaries, offshore agents, and other professional service providers.

Ensure invoices and supporting documents are properly submitted for payment processing.

Monitor invoice approval and payment status.

Track invoice approval status and payment in a timely manner.

General Administrative Support

Provide administrative and coordination support for Board and corporate-related matters.

Coordinate with internal departments and external parties on corporate documentation and requirements.

Maintain strict confidentiality of corporate, legal, and Board-related information.

Perform other duties as assigned by Management.

Requirements

Bachelor’s Degree in Corporate Administration, Law, Business Administration, or a related discipline.

Minimum 2–4 years of relevant experience in corporate secretarial work, preferably with a company secretarial firm or in-house corporate secretarial department.

Good understanding of corporate secretarial practices, statutory compliance, corporate documentation, and filing requirements.

Experience dealing with external company secretaries and/or offshore corporate agents will be an added advantage.

MAICSA qualification or partial completion will be an advantage.

Strong organisational skills with excellent attention to detail.

Able to manage multiple deadlines, follow up independently, and ensure timely completion of assigned matters.

Excellent written and spoken English and Bahasa Malaysia.

Proficient in Microsoft Word, Excel, PowerPoint, cloud-based filing systems, and compliance/deadline tracking tools.

Strong communication, coordination, interpersonal, and follow-up skills.

High level of professionalism, integrity, discretion, and ability to handle confidential information.

Why Join Us?

This is an excellent opportunity for a corporate secretarial professional who is looking to broaden their experience across corporate governance, statutory compliance, legal documentation, offshore entities, and Board-related matters while working closely with senior management and external professional advisers.

Pacific Inter-Link Sdn Bhd (PIL) founded in 1988, specializing in palm oil, consumer goods, and global trade. It exports to over 70 countries, supplying edible oils, fats, soaps, detergents, and dairy products while ensuring efficient logistics. As a member of the RSPO, PIL is committed to ethical sourcing and environmental sustainability. In December 2024, it set a record by shipping 70,000 metric tons of palm oil, reinforcing its position as a global industry leader.

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