Executive, Secretarial

IOI Properties Group Berhad; Putrajaya; On-site; MYR 90,000 - 150,000; Full time

Job summary

IOI Properties Group Berhad is seeking a Corporate Secretary to organise and manage Board meetings, committees and shareholder meetings. You will draft resolutions, ensure statutory compliance and provide governance advisory services to the Board and its committees.

You will also maintain records, liaise with regulators and support due diligence and corporate transactions, while supervising the Corporate Secretarial team and ensuring timely submission of documents.

Qualifications

• Proficient in English and strong internal communication skills.
• Organised with leadership abilities and reliable under pressure.
• Excellent interpersonal skills and ability to interact with all levels.

Responsibilities

• Organise and manage Board, committees and shareholders meetings, including agendas and notices.
• Attend meetings, record proceedings and communicate decisions and action items.
• Provide high quality corporate secretarial support and advisory services to the Board.
• Prepare resolutions, statutory forms, announcements, circulars, annual reports and minutes.
• Ensure compliance with Companies Act 2016, Bursa Malaysia requirements and governance standards.
• Draft and maintain governance policies for the IOIPG Group.
• Liaise with regulators, registrars, auditors, advisers and lawyers on secretarial matters.
• Assist in due diligence, corporate transactions and compilation of statutory information.
• Supervise and guide Corporate Secretarial team members when required.
• Maintain and safeguard statutory records and documents.
• Perform office administration and custodian duties for the Department.
• Manage portfolios and assignments allocated; undertake other duties as assigned.

Skills

English language

Internal communication

Organisation

Leadership

Interpersonal skills

Team player

Work under supervision

Reliability

Integrity

Confidence

Education

ICSA qualification

Job description

Key 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.

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
• ICSA qualification
• At least 3 to 5 years of experience preferably with exposure in public listed companies