Executive, Secretarial

SupportFinity™; Kuala Lumpur; On-site; MYR 80,000 - 120,000; Full time

Job summary

AFFIN Group is seeking a seasoned Secretariat professional to support the Board and executive team. You will handle governance matters, prepare board papers, coordinate meetings, and maintain confidential records for ABB and AiBB.

The role requires strong secretarial experience, research and analytical skills, and excellent written and spoken English. Bachelor’s degree and attention to detail are essential.

Qualifications

• Bachelor's Degree in any related field.
• At least five (5) years of secretarial experience.
• Research skills, Analytical skills.
• Language skills (written & spoken).

Responsibilities

• Provide administrative support to the Board of Directors and Management on secretarial related matters.
• Assist in preparing and managing correspondences to/from regulators, Directors, Management, - Business Units, and other relevant parties with the highest confidentiality.
• Assist in maintaining good office systems.
• Assist in maintaining yearly Board of Directors and Departments’ meeting schedules.
• Become the liaison officer between Board, Management with Secretarial Division or other relevant parties/department/division.
• Provide administrative assistance to the Board and Management to ensure the smooth running of day-to-day affairs between the Board, Management, and the relevant parties.
• Assist in providing Corporate Governance support to the Board of ABB and AiBB.
• Assist in arranging training to be attended by Directors of ABB and AiBB as part of the requirement under the Bursa and BNM.
• Supervising the updates/record updating and keeping records of training attended by the Board.
• Board/Board Committees/Management Committees Meetings
• Assist in overseeing the smooth arrangement for relevant Board, Board Committees and Management Committees meetings of ABB and AiBB (logistics, notice, agenda etc.)
• Assist in preparing the following Board, Board Committees and Management Committees minutes and matters arising.
• Assist in preparing papers and updates for Board, Board Committees, and Management Committee meetings.
• Assist to ensure smooth preparation of pre-Board/Management meeting including uploading of proposal papers into BoardPac system for Board and/or Management meeting including Aide Memoire for ABB Chairman.
• Assist to finalize and distribute urgent and confirmed extracts of minutes to respective Division/Department/Unit.
• Records and regulatory submission/announcement
• Assist in supervising the updates on Directors/CEO/CoSec records of ABB and AiBB.
• Assist in supervising relevant regulatory submission/announcements is made to SSM and Bursa in a timely manner for ABB and AiBB.
• Assist in providing updates/information/announcements relating to Directors/ shareholders/companies to Bursa Malaysia via Bursa Link and Kijangnet.
• Assist in preparing and submitting the application(s) relating to Directors and/or Management to Bank Negara Malaysia (e.g submission of appointment/re-appointment of Directors).
• Annual Report and Annual General Meeting
• Assist in drafting the Corporate Info, Directors Profiles, and CG Statement for Annual Report.
• Part of the team in preparation of logistics and arrangement during AGM/EGM (virtual/hybrid/physical).
• Assist in preparing the announcement of the Annual Report, CG Report, Notice of AGM as well as outcome/results of AGM/EGM to Bursa Malaysia.
• Corporate Governance
• Assist in special secretariat assignments which involve urgent feedback/response to the regulators such as BNM CRR (Directors related matters), review on Board/Board Committee/Management Committee Composition, Board Remuneration Structure and Corporate Governance, etc.
• Assist in preparation of documents for in due diligence process/audit review.
• Assist in the internal Board Effectiveness Evaluation exercise (preparing questionnaire, analysis of feedback/results, preparing report and presentation to the GBNRC/Board) for ABB/AiBB.
• Assist in the pre and post-arrangement for appointment/re-appointment of Directors.
• Assist HR in submitting appointment/re-appointment of CEO for ABB/AiBB via BNM Kijangnet.
• Others
• Assist in organizing Board/Management strategic retreats/offsite meetings.
• Assist in organizing Board and Management meetings/functions/outstation/overseas trip (if any) and liaise with a relevant party(ies) to ensure smooth preparation of the said events – in charge of traveling and accommodation arrangements.
• Assist in writing letters/report/updates to Board/Management/ regulators/relevant party(ies).
• Assist in updating Board Policy Manual, Board Charter, Terms of Reference, and other policy relating to the Board/Board Committees/Management Committees.
• Assist in updating Operational Risk Management (ORM) reporting on Director's relevant matters.
• Other ad hoc task related

Skills

Secretarial experience

Research skills

Analytical skills

Language skills

Education

Bachelor's Degree in related field

Job description

Create the future with Affin! You too can make a difference.

We continuously innovate to transform our financial services landscape - making banking better and easier. Join us at AFFIN, where the open minds meet and be inspired by a shared commitment to great work. You too can make a difference.

Job Purpose

To protect the Bank’s interest by carrying out all measures/activities or tasks mentioned below to add value to the Bank. To ensure the smooth running of the day-to-day task of my immediate superior as well as to ensure the efficacious function of the Division by rendering excellent customer service and all other functions and this would thus further boost the performance of the Bank as a whole.

Key Responsibilities

• General Provide administrative support to the Board of Directors and Management on Secretarial related matters as follows:-
• Assist in preparing and managing correspondences to/from regulators, Directors, Management, - Business Units, and other relevant parties with the highest confidentiality.
• Assist in maintaining good office systems.
• Assist in maintaining yearly Board of Directors and Departments’ meeting schedules.
• Become the liaison officer between Board, Management with Secretarial Division or other relevant parties/department/division.
• Provide administrative assistance to the Board and Management to ensure the smooth running of day-to-day affairs between the Board, Management, and the relevant parties.
• Assist in providing Corporate Governance support to the Board of ABB and AiBB.
• Assist in arranging training to be attended by Directors of ABB and AiBB as part of the requirement under the Bursa and BNM. Supervising the updates/record updating and keeping records of training attended by the Board.
• Board/Board Committees/Management Committees Meetings
• Assist in overseeing the smooth arrangement for relevant Board, Board Committees and Management Committees meetings of ABB and AiBB (logistics, notice, agenda etc.)
• Assist in preparing the following Board, Board Committees and Management Committees minutes and matters arising:- AiBB Board (Minutes and Matters Arising), ABB Board (Matters Arising), Group Board -Nomination and Remuneration Committee (Minutes and Matters Arising), Group Board Information ---Technology (support IT & strategic department on Minutes and Matters Arising), & Management Committee (Weekly & Monthly MCM) (Minutes and Matters Arising)
• Assist in preparing papers and updates for Board, Board Committees, and Management Committee meetings.
• Assist to ensure smooth preparation of pre-Board/Management meeting including uploading of proposal papers into BoardPac system for Board and/or Management meeting including Aide Memoire for ABB Chairman.
• Assist to finalize and distribute urgent and confirmed extracts of minutes to respective Division/Department/Unit.
• Records and regulatory submission/announcement
• Assist in supervising the updates on Directors/CEO/CoSec records of ABB and AiBB.
• Assist in supervising relevant regulatory submission/announcements is made to SSM and Bursa in a timely manner for ABB and AiBB.
• Assist in providing updates/information/announcements relating to Directors/ shareholders/companies to Bursa Malaysia via Bursa Link and Kijangnet.
• Assist in preparing and submitting the application(s) relating to Directors and/or Management to Bank Negara Malaysia (e.g submission of appointment/re-appointment of Directors).
• Annual Report and Annual General Meeting
• Assist in drafting the Corporate Info, Directors Profiles, and CG Statement for Annual Report.

Part of the team in preparation of logistics and arrangement during AGM/EGM (virtual/hybrid/physical).

• Assist in preparing the announcement of the Annual Report, CG Report, Notice of AGM as well as outcome/results of AGM/EGM to Bursa Malaysia.
• Corporate Governance
• Assist in special secretariat assignments which involve urgent feedback/response to the regulators such as BNM CRR (Directors related matters), review on Board/Board Committee/Management Committee Composition, Board Remuneration Structure and Corporate Governance, etc.
• Assist in preparation of documents for in due diligence process/audit review.
• Assist in the internal Board Effectiveness Evaluation exercise (preparing questionnaire, analysis of feedback/results, preparing report and presentation to the GBNRC/Board) for ABB/AiBB.
• Assist in the pre and post-arrangement for appointment/re-appointment of Directors.
• Assist HR in submitting appointment/re-appointment of CEO for ABB/AiBB via BNM Kijangnet.
• Others
• Assist in organizing Board/Management strategic retreats/offsite meetings.
• Assist in organizing Board and Management meetings/functions/outstation/overseas trip (if any) and liaise with a relevant party(ies) to ensure smooth preparation of the said events – in charge of traveling and accommodation arrangements.
• Assist in writing letters/report/updates to Board/Management/ regulators/relevant party(ies).
• Assist in updating Board Policy Manual, Board Charter, Terms of Reference, and other policy relating to the Board/Board Committees/Management Committees.
• Assist in updating Operational Risk Management (ORM) reporting on Director's relevant matters.
• Other ad hoc task related

Skills And Requirements

• Bachelor's Degree in any related field
• At least five (5) years of secretarial experience
• Research skills, Analytical skills
• Language skills (written & spoken)

About the company

AFFIN Group