Executive/Senior Executive, Secretarial (Kuala Lumpur)

Edgenta FIRST Sdn Bhd; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Edgenta FIRST Sdn Bhd is seeking a meticulous Corporate Secretarial professional to support Directors and Management in governance, board papers, and regulatory filings. The role covers board coordination, minute extracts, and statutory documentation.

You will maintain statutory registers, prepare corporate secretarial materials, and liaise with stakeholders. A degree in business administration or related field and MAICSA qualification are preferred; strong English communication and

Qualifications

• Bachelor's Degree in Business Administration, Secretarial Studies, Corporate Administration or related field.
• MAICSA qualification or relevant professional certification will be an added advantage.
• 1-5 years of relevant working experience in corporate secretarial, Board/Committee administration, governance or a similar role.
• Experience in supporting Board and Committee meetings, Board resolutions, statutory documentation and corporate records will be an advantage.
• Good understanding of corporate governance, statutory requirements and the Companies Act 2016 is preferred.
• Strong organisational and coordination skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Detail-oriented, meticulous and proactive, with a strong sense of confidentiality and professionalism when handling sensitive corporate information.
• Good analytical and problem-solving skills, with the ability to research, compile information and prepare reports or presentations.
• Strong written and verbal English communication skills, with the ability to communicate effectively with stakeholders at different levels.
• Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint; experience with document management systems is an advantage.
• A team player who is responsible, adaptable and able to work independently while providing effective support to Management and stakeholders.

Responsibilities

• Prepare meeting documentation including attendance lists, meeting folders, action points and extracts of minutes, and ensure timely circulation to relevant stakeholders.
• Coordinate Board and Committee meetings, including scheduling, agenda preparation, follow-up on Board papers and matters arising, and collation of meeting materials.
• Follow up with stakeholders on outstanding Board matters and action items to support timely completion and effective governance.
• Prepare and coordinate statutory forms, corporate secretarial documents and regulatory submissions in compliance with the Companies Act 2016 and applicable regulatory requirements.
• Maintain and update statutory registers, corporate records and Board documentation, ensuring proper electronic and hardcopy filing.
• Attend to requests for Certified True Copies (CTC) of statutory and corporate documents and provide the necessary secretarial support for regulatory and business submissions.
• Conduct desktop research, data compilation and analysis, and prepare reports, presentation slides and supporting materials for Management and Board-related matters.
• Provide corporate secretarial, governance and administrative support for ad hoc assignments, working closely with Directors, Management, project teams and other internal stakeholders.
• Support the preparation, review and circulation of Directors' Circular Resolutions (DCRs), Board resolutions and extracts for Directors' approval.
• Coordinate the dissemination of approved Board resolutions and extracts to relevant Management, project teams and stakeholders for further action.

Skills

Governance coordination

Stakeholder management

Document management

Attention to detail

English communication

Education

Bachelor's Degree in Business Administration

MAICSA qualification

Tools

MS Office

Document management systems

Job description

Job Descriptions

• Support the preparation, review and circulation of Directors' Circular Resolutions (DCRs), Board resolutions and extracts for Directors' approval.
• Coordinate the dissemination of approved Board resolutions and extracts to relevant Management, project teams and stakeholders for further action.
• Coordinate Board and Committee meetings, including scheduling, agenda preparation, follow-up on Board papers and matters arising, and collation of meeting materials.
• Prepare meeting documentation including attendance lists, meeting folders, action points and extracts of minutes, and ensure timely circulation to relevant stakeholders.
• Follow up with stakeholders on outstanding Board matters and action items to support timely completion and effective governance.
• Prepare and coordinate statutory forms, corporate secretarial documents and regulatory submissions in compliance with the Companies Act 2016 and applicable regulatory requirements.
• Maintain and update statutory registers, corporate records and Board documentation, ensuring proper electronic and hardcopy filing.
• Attend to requests for Certified True Copies (CTC) of statutory and corporate documents and provide the necessary secretarial support for regulatory and business submissions.
• Conduct desktop research, data compilation and analysis, and prepare reports, presentation slides and supporting materials for Management and Board-related matters.
• Provide corporate secretarial, governance and administrative support for ad hoc assignments, working closely with Directors, Management, project teams and other internal stakeholders.

Job Requirements

• Bachelor's Degree in Business Administration, Secretarial Studies, Corporate Administration or a related field.
• MAICSA qualification or relevant professional certification will be an added advantage.
• 1-5 years of relevant working experience in corporate secretarial, Board/Committee administration, governance or a similar role.
• Experience in supporting Board and Committee meetings, Board resolutions, statutory documentation and corporate records will be an advantage.
• Good understanding of corporate governance, statutory requirements and the Companies Act 2016 is preferred.
• Strong organisational and coordination skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Detail-oriented, meticulous and proactive, with a strong sense of confidentiality and professionalism when handling sensitive corporate information.
• Good analytical and problem-solving skills, with the ability to research, compile information and prepare reports or presentations.
• Strong written and verbal English communication skills, with the ability to communicate effectively with stakeholders at different levels.
• Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint; experience with document management systems is an advantage.
• A team player who is responsible, adaptable and able to work independently while providing effective support to Management and stakeholders.