Fund Corporate Secretarial

Vistra; Kuala Lumpur; Hybrid; MYR 90,000 - 150,000; Full time

Benefits offered by this job

Flexible hybrid working

Medical insurance

Birthday leave

Job summary

Vistra in Malaysia seeks an Assistant Manager / Manager for Corporate Secretarial Services based in Johor Bahru with regional coverage. You will lead a team handling corporate secretarial work across offshore jurisdictions, ensuring governance and compliance, preparing minutes and documents, and supporting work pass administration.

The role requires 3+ years in management, 5+ years managing portfolios, and MAICSA/ICSA qualifications or ongoing studies.

Qualifications

• Min 3 years’ experience in managerial roles such as Team Leader.
• Min 5 years’ experience handling a portfolio independently.
• Degree or Diploma in business administration or law.
• MAICSA/ICSA qualification or pursuing MAICSA/ICSA.
• Experience in corporate secretarial duties across jurisdictions is an advantage.
• Excellent communication and interpersonal skills.
• Ability to work under tight deadlines and multitask.

Responsibilities

• Lead a team of Assistants and Associates in corporate secretarial work.
• Ensure compliance with corporate enactments, filings, governance.
• Prepare minutes, resolutions and statutory documents.
• Maintain statutory records and KYC documentation.
• Manage work pass administration including applications, renewals and cancellations.
• Plan staffing and allocate resources to meet deadlines.
• Escalate issues and maintain relationships with stakeholders.
• Review and improve standard procedures and templates.
• Handle ad-hoc duties/projects.
• Prepare board meeting agenda and minutes.

Skills

Communication

Organizational skills

Analytical skills

Problem-solving

Attention to detail

Multi-tasking

Independent

Self-motivated

Team player

Prioritization

Education

Degree / Diploma in business administration or law

MAICSA/ICSA qualifications or pursuing MAICSA/ICSA

Job description

It’s never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist toremove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that

We have an exciting opportunity for you to join our team asAssistant Manager / Manager, Corporate Secretarial Services. Reporting to the Senior Manager, this full-time and permanent position is based in Johor Bahru and offers regional coverage, allowing you to make a significant impact to our Corporate Secretarial Services department and its’ growth.

Key Responsibilities :

Manage a team of Assistants and Associates in handling a wide spectrum of corporate secretarial works for various jurisdiction including offshore companies (i.e. Cayman Islands and British Virgin Islands), as follows:-

Ensure compliance with provisions of corporate enactments, statutory reporting / filing and corporate governance

Prepare minutes, resolutions and statutory documents etc

Update and maintain statutory records

Ensure documents and files are correctly named, saved and maintained in the database

Provide KYC support and maintain KYC documentation

Provide other administrative support to the corporate secretarial teams

Prepare agenda, issue notice, attend (where necessary) and record minutes of relevant board meetings.

Assist in preparing/reviewing/managing work pass administration including application, renewal, issuance, and cancellation of Work Pass.

Lead, assign, and review works prepared by the team to ensure product/service quality in a timely and effective manner as per OKRs and service delivery schedule.

Develop and maintain staffing plans, effectively allocating resources to ensure operational demands and deadlines are met.

Serve as a point of escalation or communication for both team members and business unit stakeholders, building and maintaining strong relationships to ensure the company's operational needs are met and fostering collaborative solutions to challenges.

Monitor OKRs to enhance operational performance while leading and inspiring team members through mentoring and capacity building, empowering them to execute their roles effectively and efficiently.

Contribute to the continuous improvement of team through reviewing, streamlining, establishing, and implementing standard procedures, including process mapping, development of templates and system enhancement.

Any other ad-hoc duties/projects.

Key requirements :

Excellent communication and interpersonal skills

Strong organising, analytical and problem-solving skills

Meticulous attention to fine detail and able to work to tight deadlines and multi-tasking

Independent and self‑motivated

Ability to organise and prioritize work with minimum supervision

Strong team player

Be conversant with the full spectrum of corporate secretarial duties.

Min of 3 years’ experience in managerial roles such as Team Leader

Min of 5 years’ experience in handling a portfolio independently

Experience in the professional firms and in handling companies in various jurisdictions is an advantage.

Knowledge on fund structures and compliance would be an advantage.

Degree / Diploma in business administration or law

Recognized Degree / Diploma with MAICSA/ICSA qualifications or currently pursing MAICSA / ICSA

Company Benefits:

At our Malaysia office, we believe in putting our employees’ well-being first! We offer a flexible hybrid working arrangement and birthday leave.

Additionally, we provide comprehensive medical insurance and dental coverage, wellness allowance and competitive annual leave entitlement to support your well-being and time to recharge or explore your passions out of work.

As advocates of continuous learning and professional development, we provide an internal mentorship program and reimburse professional membership fees for certifications like ICSA, ensuring you stay ahead in your field.