Senior Executive, Secretarial

Progressive Impact Corporation Berhad (PICORP); Shah Alam; On-site; MYR 200,000 - 250,000; Full time

Job summary

A corporate group in Malaysia is seeking an experienced Secretarial Executive to provide in-house Company Secretarial services across all subsidiaries. The role includes ensuring compliance with statutory and regulatory requirements, maintaining accurate records, and supporting Board and management activities. Candidates should possess a degree in Business or Corporate Administration and have at least 5 years of corporate secretarial experience. Strong skills in corporate governance and minute-taking are essential for success in this position.

Qualifications

• 5 years’ experience in corporate secretarial work, preferably in a corporate or group environment.
• Ability to prepare and review statutory documents.
• Experience in preparing and coordinating Board meetings.

Responsibilities

• Support implementation of good corporate governance across the Group.
• Ensure compliance with the Companies Act 2016 and Bursa Listing Requirements.
• Plan, arrange, and coordinate all Board and Committee meetings.
• Coordinate AGM/EGM requirements for shareholders.

Skills

Corporate governance

Regulatory compliance

Minute-taking

Communication skills

Microsoft Office proficiency

Education

Degree in Business / Corporate Administration

Job description

This position provides an in-house Company Secretarial services to all subsidiaries Group of Companies. The position is responsible for ensuring that the company and its subsidiaries comply with all statutory and regulatory requirements, maintaining accurate statutory records, and providing professional secretarial support to the Board and management.

Principal Accountabilities

1. Corporate Governance & Advisory

• Support implementation of good corporate governance across the Group.
• Advise management and directors on secretarial, corporate, and compliance matters.
• Ensure adherence to the company’s Constitution and internal policies.
• Prepare and review secretarial documents (DCR, MCR, statutory forms, dividend warrants, etc.) to ensure proper documentation.

2. Statutory & Regulatory Compliance

• Ensure compliance with the Companies Act 2016, Bursa Listing Requirements, and other regulations.
• Prepare and submit announcements to Bursa on time.
• Lodge statutory forms, annual returns, and filings with SSM.
• Maintain and update statutory registers, minutes books, and corporate records.

3. Board Meeting Administration

• Plan, arrange, and coordinate all Board and Committee meetings.
• Circulate yearly meeting schedules and manage date changes.
• Prepare and circulate notices, agendas, and papers.
• Handle logistics and attend meetings to record minutes.
• Track follow-up actions.

4. AGM / EGM Administration

• Coordinate all AGM/EGM requirements for shareholders.
• Prepare and circulate circulars and notices within required timelines.
• Manage logistics, documentation, and meeting arrangements.
• Assist with incorporations, director changes, share transfers, restructuring, and dissolutions.
• Liaise with external company secretaries, auditors, solicitors, and regulators.

6. Annual Report (AR) Lodgement

• Coordinate drafting, review, approval, and submission of the Annual Report.
• Work with relevant departments and ensure timely announcement and circulation.

7. Records Management & Confidentiality

• Maintain statutory documents, company seal, and confidential records securely.
• Ensure accuracy and confidentiality in all corporate documentation.
• Arrange mandatory training programs.
• Manage budget allocation, topic selection, approvals, registration, and payment.
• Plan budget allocation for directors’ fees and allowances.
• Coordinate payments and prepare EA forms.
• Maintain updated personal files.

10. Ad-Hoc Duties

• Perform any other tasks assigned by the superior.

Job Specification

• Education: Degree in Business / Corporate Administration.
• Experience: 5 years’ experience in corporate secretarial work, preferably in a corporate or group environment.

Your application will include the following questions:

• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Secretarial Executive?
• Do you have secretarial experience?
• How would you rate your English language skills?
• Which of the following Microsoft Office products are you experienced with?
• Which of the following languages are you fluent in?
• Are you willing to undergo a pre-employment background check?