Executive, Secretarial

IOI Properties Group Berhad; Putrajaya; On-site; MYR 120,000 - 180,000; Full time

Job summary

IOI Properties Group Berhad is seeking a competent Corporate Secretarial professional to organise and manage Board and governance processes. The role requires preparing agendas, notices, minutes, and ensuring compliance with Companies Act 2016, Bursa Malaysia listing requirements, and governance codes.

The successful candidate will supervise the Corporate Secretarial team, liaise with regulators and auditors, and maintain statutory records, while providing quality advisory services to the Board

Qualifications

• Min 3–5 years' experience in corporate secretarial or governance roles.
• Strong knowledge of Companies Act 2016 and Bursa Malaysia listing requirements.
• Excellent English communication and leadership skills.
• Ability to work with minimum supervision.
• Experience in public listed companies is preferred.

Responsibilities

• To organise and manage meetings of the Board of Directors, Board Committees and shareholders, including coordinating meetings, preparing agendas, issuing notices and circulating meeting papers.
• To attend meetings as required, record proceedings, prepare minutes and communicate decisions and action items to the relevant parties.
• To provide quality corporate secretarial support and advisory services to the Board and its committees.
• To prepare resolutions, statutory forms, announcements, circulars to shareholders, annual reports, minutes and other corporate secretarial documents, and to ensure timely execution and submission thereof.
• To ensure compliance with relevant laws, regulations, listing requirements, guidelines and governance practices, including keeping abreast of developments in the Companies Act 2016, Bursa Malaysia Listing Requirements, the Malaysian Code on Corporate Governance and requirements of the Companies Commission of Malaysia (SSM).
• To assist in drafting, implementing and maintaining governance policies, procedures and initiatives for the IOIPG Group.
• To liaise with regulatory authorities, share registrars, auditors, advisers, lawyers and other professional parties on corporate secretarial and governance matters.
• To assist in due diligence exercises, corporate transactions and the compilation of statutory and corporate information.
• To supervise, review and provide guidance to members of the Corporate Secretarial team, where required.
• To ensure proper maintenance, safekeeping and control of statutory records and corporate secretarial documents.
• To perform office administration and custodian functions of the Company Secretarial Department, as assigned.
• To be responsible for the portfolios and assignments allocated.
• To undertake any other duties and responsibilities as may be assigned by the superior or the Company from time to time.

Skills

English proficiency

Interpersonal skills

Leadership

Team player

Organisation

Reliability

Job description

• To organise and manage meetings of the Board of Directors, Board Committees and shareholders, including coordinating meetings, preparing agendas, issuing notices and circulating meeting papers.
• To attend meetings as required, record proceedings, prepare minutes and communicate decisions and action items to the relevant parties.
• To provide quality corporate secretarial support and advisory services to the Board and its committees.
• To prepare resolutions, statutory forms, announcements, circulars to shareholders, annual reports, minutes and other corporate secretarial documents, and to ensure timely execution and submission thereof.
• To ensure compliance with relevant laws, regulations, listing requirements, guidelines and governance practices, including keeping abreast of developments in the Companies Act 2016, Bursa Malaysia Listing Requirements, the Malaysian Code on Corporate Governance and requirements of the Companies Commission of Malaysia (SSM).
• To assist in drafting, implementing and maintaining governance policies, procedures and initiatives for the IOIPG Group.
• To liaise with regulatory authorities, share registrars, auditors, advisers, lawyers and other professional parties on corporate secretarial and governance matters.
• To assist in due diligence exercises, corporate transactions and the compilation of statutory and corporate information.
• To supervise, review and provide guidance to members of the Corporate Secretarial team, where required.
• To ensure proper maintenance, safekeeping and control of statutory records and corporate secretarial documents.
• To perform office administration and custodian functions of the Company Secretarial Department, as assigned.
• To be responsible for the portfolios and assignments allocated.
• To undertake any other duties and responsibilities as may be assigned by the superior or the Company from time to time.

Job Requirements

• Good command of English, good intern communication, organisation and leadership skills
• Knowledgeable, confident, optimism, adaptability, high integrity and reliability
• Good interpersonal skills with ability to interact with all levels
• A good team player and able to work with minimum supervision
• At least 3 to 5 years of experience preferably with exposure in public listed companies