Senior Executive, Corporate Secretarial

Confidential; Cyberjaya; On-site; MYR 96,000 - 144,000; Full time

Job summary

Confidential is seeking a Senior Executive, Corporate Secretarial to support the Company Secretary in governing functions and ensuring compliance with Malaysian laws and internal policies.

You will manage statutory submissions via the SSM portal, maintain registers, coordinate Board meetings, prepare papers and minutes, and assist in AGM-related matters with stakeholders across the organization.

Qualifications

• Bachelor’s Degree in Business Administration, Corporate Governance, Secretarial Practice, Law or related field preferred.
• CGI/ICSA professional qualification preferred.
• Minimum of three years of relevant company secretarial experience.

Responsibilities

• Assist in carrying out company secretarial and governance functions for the Organization Group.
• Coordinate Board/Board Committee meetings, prepare agendas, do minutes and follow-ups.
• Maintain statutory registers and timely regulatory filings with the Companies Commission of Malaysia (SSM).
• Prepare Annual Report and AGM support materials.
• Support governance reviews, policies, and board papers.

Skills

Governance knowledge

Attention to detail

Stakeholder liaison

Minimally compliant communication

Education

Bachelor’s Degree in Business Administration / Governance / Law

CGI/ICSA professional qualification

Tools

SSM portal

Board portal (Convene)

Microsoft 365 applications

Job description

The Senior Executive, Corporate Secretarial supports the Company Secretary and/or Head of Corporate Secretarial in executing the full spectrum of corporate secretarial and governance functions of the organization, ensuring compliance with applicable laws, regulatory requirements and internal governance policies.

The role is responsible for supporting statutory and regulatory compliance, including the preparation, coordination and lodgement of statutory submissions through the relevant Companies Commission of Malaysia (SSM) portal, maintenance of statutory registers and corporate records, administration of corporate actions, as well as the end-to-end secretarial and governance administration of meetings of the Board of Directors and Board Committees, including the preparation of meeting materials, minutes, resolutions and post-meeting follow-up.

The role requires proficiency in relevant corporate secretarial and statutory filing platforms, including the applicable SSM portal, Board and governance management systems, electronic document execution and record-management systems, and supports effective coordination with the Board of Directors, Management, regulators and relevant stakeholders in promoting sound governance practices across the organization.

DUTIES AND RESPONSIBILITIES

1. 1. Assist the Company Secretary and/or Head of Company Secretarial in carrying out overall company secretarial and corporate governance functions for organization, and its subsidiaries (collectively referred to as “Organization Group”).
2. 2. Manage documentation relating to Board of Directors(“Board”) and Board Committees Meetings of the Organization Group, including but not limited to the following:
   • (a) Assist in the planning, liaison and coordination of Board and Board Committees meetings, including preparation of agendas, notices, and meeting logistics as well as food and beverages, etc;
   • (b) Assist in the preparation of pre-meeting materials, including uploading Board papers and presentation decks into the Convene platform or any other designated medium;
   • (c) Assist in the preparation, recording and timely circulation of summaries of proceedings, minutes of meeting of Board and Board Committees meetings and matters arising;
   • (d) Assist in tracking of follow up actions and ensure matter arisings are addressed within agreed timelines.
   • (e) Assist in the preparation or reviewing of the Board/Board Committees papers and presentation decks;
   • (f) Assist in the preparation, including providing inputs on the Executive Committee or Board papers and updates to matters related to the department; and
   • (g) Assist in the preparation and finalisation of extracts of minutes upon request by Organization Group division/department/unit.
3. 3. Comply with statutory records and regulatory submissions with proper and timely record management, including but not limited to the following:
   • (a) Assist in maintaining accurate and up to date statutory registers, records and filings for organization Group, including updates relating to the organization directors, Chief Executive Officer (CEO)/Management, and Company Secretary;
   • (b) Assist in the preparation and ensuring timely submission of statutory and regulatory audit or filings to the Companies Commission of Malaysia and/or any other relevant authorities;
   • (c) Coordinate with auditors during statutory audits, providing necessary documentation, clarifications, and records.
   • (d) Assist in preparing resolutions, secretarial documents, and other required corporate documents in a timely and accurate manner;
   • (e) Monitor changes to relevant laws and regulations and support in the implementation of required compliance action;
   • (f) Act as one of the key points of contact with the Companies Commission of Malaysia and other relevant authorities, to support governance disclosures and statutory submissions;
   • (g) Ensure proper maintenance, confidentiality, and security of sensitive corporate and statutory information;
   • (h) Implement systematic filing (physical and electronic) to enhance governance, retrieval and compliance readiness.
4. 4. Assist in preparation of Annual Report and Annual General Meeting(“AGM”), including but not limited to the following:
   • (a) Assist in the drafting and compiling corporate information sections for the Annual Report, including organization directors’ profiles and related disclosures; and
   • (b) Prepare the necessary documents and provide secretarial support for AGM-related matters, where required.
5. 5. Ensure corporate governance of organization including, but not limited to the following:
   • (a) Assist in the preparation of documents for due diligence exercises, audits or governance reviews;
   • (b) Assist in supporting the internal Board effectiveness evaluation process, including the preparation of questionnaires, analysis of feedback/results, preparing reports and presentations to the Board or Board Committees;
   • (c) Assist in the review and updating of the Board policy manual, terms of reference, and other Board or Board Committees related governing documents;
   • (d) Keep abreast of corporate governance best practices and regulatory developments, and provide recommendations to enhance governance frameworks; and
   • (e) Provide sound support and advice to the Business Unit, Management, and the Board on overall corporate secretarial and governance, legal obligations, and compliance matters.
6. 6. Communication and Stakeholder Facilitation
   • (a) Act as the primary liaison between board members, senior management, organization employees, regulators, and other stakeholders.
   • (b) Facilitate clear communication of board decisions and ensure timely responses to stakeholder inquiries.
7. 7. Other support to be provided includes the following:
   • (a) Assist in the organisation of Board strategic retreats, offsite meetings, and related sessions;
   • (b) Assist in the coordination of Board meetings, functions, training and outstation or overseas trips (if any), including liaising with relevant internal and external parties;
   • (c) Assist in the onboarding of the Board of Directors;
   • (d) Assist in drafting correspondence, reports, and updates for the Board, Management, regulators, and relevant stakeholders;
   • (e) Support the Company Secretary and Head of Company Secretarial for any ad hoc service as and when requested and/or required.

Qualification

• A Bachelor’s Degree in Business Administration, Corporate Governance, Secretarial Practice, Law, or a related field is preferred.
• Must possess a Chartered Governance Institute (CGI), formerly known as the Institute of Chartered Secretaries and Administrators (ICSA) professional qualification.
• Additional relevant professional certifications in corporate governance or company secretarial practice would be an added advantage.
• A minimum of three (3) years of relevant company secretarial experience, with sound knowledge of the full spectrum of company secretarial duties.
• Proficiency in relevant corporate secretarial, statutory filing and regulatory platforms, including systems used for statutory submissions and lodgements with SSM.
• Proficiency in Microsoft 365 applications, particularly Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
• Microsoft Teams and other virtual meeting platforms
• Adobe Acrobat Pro (PDF editing and document management)
• Board portal and meeting management systems (e.g. Convene and/or any other platform required for Board activities)
• Well-versed in the Companies Act 2016 and other applicable laws and regulatory requirements, where relevant.
• Understanding of corporate governance principles, Board and Committee processes, and regulatory compliance.
• Ability to prepare Board and Committee papers, agendas, minutes and resolutions.
• Knowledge of statutory filings, maintenance of statutory registers and corporate records.

Soft Skills

• Strong written and verbal communication skills.
• Strong attention to detail and accuracy.
• Good planning, organising and time management skills.
• Analytical and problem-solving skills.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work independently and manage multiple priorities.
• Ability to multitask in a fast-paced working environment.
• Skilled in minute-taking with a good sense of urgency in meeting deadlines.
• Strong teamwork and collaboration skills.
• Demonstrates professionalism and integrity.
• Adaptability and willingness to learn.