Executive, Secretarial

IOI Properties Group; Putrajaya; On-site; MYR 67,000 - 134,000; Full time

Job summary

IOI Properties Group is seeking a Corporate Secretary to organize and manage Board and shareholder meetings, ensuring timely and accurate governance documentation.

The role requires strong English communication, governance understanding, and the ability to liaise with regulatory authorities and auditors. A minimum of 3–5 years in public listed companies is preferred, with leadership and team collaboration skills demonstrated.

Qualifications

• Good command of English with strong communication and interpersonal skills.
• Organisation and leadership capabilities with attention to detail.
• Ability to interact with all levels of staff and stakeholders.
• Team player who can work with minimal supervision.
• Experience in corporate secretarial or listed company environment preferred.

Responsibilities

• Organise and manage Board, Board Committee and shareholder meetings, including notices and papers.
• Attend meetings, record proceedings, prepare minutes and communicate decisions.
• Provide corporate secretarial support and governance advisory services.
• Prepare resolutions and statutory filings, ensure timely submission.
• Maintain statutory records and corporate secretarial documents.

Skills

Meeting coordination

Minute taking

Governance knowledge

Leadership potential

Documentation

Job description

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• 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