Manager, Corporate Secretarial

VISTRA; Johor; Hybrid; MYR 180,000 - 280,000; Full time

Job summary

Vistra is seeking a Team Lead, Corporate Secretarial to drive end-to-end service delivery within our Global Delivery Hub. You will manage capacity, performance metrics, and stakeholder relationships, translating strategy into consistent operational excellence.

This role is based in Asia with regional coverage and requires strong governance expertise and people leadership. The successful candidate will oversee process standardization, workflow adoption, and continuous improvement initiatives

Qualifications

• Minimum 5-8 years of Corporate Secretarial or governance operations experience.
• Experience supervising or leading operational teams.
• Strong knowledge of corporate secretarial processes, filings, and regulatory compliance.
• Experience with workflow management systems (Enate, Viewpoint, dashboards).

Responsibilities

• Deliver end-to-end service delivery with SLA, TAT, accuracy and quality targets.
• Plan weekly volume and workload; rebalance across team members.
• Interpret performance dashboards and coach the team to improve productivity.
• Provide regular coaching and feedback; maintain engagement during change.
• Engage stakeholders and ensure timely client communications and issue resolution.
• Lead adoption of workflow systems and drive process standardization.

Skills

Corporate Secretarial

Governance operations

People leadership

Workflow optimization

Data-driven leadership

Tools

Enate

Viewpoint

Dashboards

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 to remove 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 as a Team Lead, Corporate Secretarial. Reporting to the Operations Manager, Corporate Secretarial, this full-time and permanent position is based in Singapore and offers regional coverage, allowing you to make a significant impact to our Fund Services and its’ growth.

About this role:

Accountable for end-to-end service delivery performance, team capacity management, stakeholder confidence, and execution discipline within the Global Delivery Hub.

The Team Lead translates organizational strategy, transformation initiatives, and digital adoption into consistent daily operational excellence, ensuring teams deliver accurate, timely, and reliable corporate secretarial services while maintaining high engagement and operational resilience.

Key responsibilities:

1. Delivery & SLA Ownership (Critical – Business Accountability)

The Team Lead is responsible for overall service delivery outcomes and operational reliability.

Key Responsibilities:

• Ensure SLA, turnaround time (TAT), accuracy, and quality targets are consistently achieved.
• Monitor daily, weekly, and monthly productivity outcomes.
• Maintain alignment between volume demand and available FTE capacity.
• Manage task queues, backlog levels, and aging deliverables.
• Identify and elevate operational risks before SLA breaches occur.
• Maintain oversight of work allocation and case distribution.

2. Capacity & Workforce Optimization

Team Leads ensure service stability despite operational fluctuations or organizational changes.

Key Responsibilities:

• Conduct weekly volume forecasting and workload planning.
• Rebalance work dynamically across team members and processes.
• Maintain skills mapping and cross-training plans.
• Optimize resources during structural shifts or workload spikes.
• Support smooth transitions during restructuring or operational changes.
• Ensure the team maintains sufficient capability coverage across key processes.

3. Data-Driven Performance Leadership

The Team Lead must be analytically confident and operationally informed.

Key Responsibilities:

• Interpret performance dashboards and operational reports.
• Identify productivity, quality, or SLA risks before escalation is required.
• Use data insights to coach team members and improve productivity.
• Monitor individual and team performance metrics.
• Maintain transparency in performance monitoring.

4. People & Energy Leadership (Critical)

In a fast-changing GDH environment, leadership must sustain both productivity and morale.

Key Responsibilities:

• Provide regular coaching and performance feedback to team members.
• Adapt leadership style to different experience levels and generations.
• Maintain team engagement during periods of operational change.
• Identify and develop future leaders and second-line capabilities.
• Monitor team energy levels, workload balance, and burnout risks.
• Foster a collaborative and accountable team culture.

Team Leads act as frontline drivers of transformation and digital adoption.

Key Responsibilities:

• Champion the adoption of workflow systems and operational tools (e.g., Enate, dashboards, automation platforms).
• Drive process standardization and documentation discipline.
• Identify opportunities for process improvements or automation.
• Participate in transformation initiatives and system implementations.
• Translate organizational changes into practical operational guidance for the team.

6. Stakeholder & Client Confidence Management

Team Leads safeguard service reputation and stakeholder trust.

Key Responsibilities:

• Ensure client queries are acknowledged within 24 hours.
• Manage escalations with professionalism and clear communication.
• Maintain consistent communication standards across the team.
• Build trust with internal stakeholders and external clients.
• Ensure root cause analysis (RCA) frameworks are applied correctly.
• Monitor implementation of corrective and preventive actions following incidents.

Qualifications:

• Minimum 5-8 years of Corporate Secretarial or governance operations experience.
• Prior experience supervising or leading operational teams preferred.
• Strong knowledge of corporate secretarial processes, filings, and regulatory compliance.
• Experience with workflow management systems (e.g., Enate, Viewpoint, dashboards).
• Demonstrated ability to manage operational delivery and people leadership simultaneously.

Key Skill & Traits:

Strategic Thinking at Operational Level

• Understand how organizational transformation and restructuring affect workload.
• Align team priorities with broader operational goals.

Agility Under Ambiguity

• Operate effectively during shifting priorities and evolving roles.
• Make decisions with incomplete but actionable information.
• Promote and uplift positive team morale amid change or transformation.
• Continuously upgrade digital and leadership skills.
• Encourage digital literacy within the team.
• Understand cost-to-serve and productivity drivers.
• Improve operational efficiency without compromising quality.

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 CA, or ACCA, ensuring you stay ahead in your field.

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!