Senior Manager, Secretarial

Affin Bank Berhad; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

AFFIN BANK BERHAD is seeking an experienced Corporate Secretarial professional to manage board governance and regulatory filings in Kuala Lumpur. The role supports the Board of Directors and management, coordinates Board meetings, prepares minutes, and ensures compliance with Bursa Malaysia and Bank Negara requirements.

Strong governance, communication, and Microsoft Office skills are essential, with at least five years in a secretarial or governance function.

Qualifications

• Bachelor's degree or above in corporate administration, company secretarial practice, business or law.
• Minimum five years of secretarial or corporate governance experience.
• Excellent English communication and professional writing skills.
• Strong organisation, time management, and ability to handle sensitive information.
• Proficient in MS Office and relation with regulators and stakeholders.

Responsibilities

• Provide administrative support to the Board of Directors and management with confidentiality.
• Coordinate board/committee meetings, minutes, and related papers.
• Liaise with regulators and management on governance matters and submissions.
• Assist in annual report preparation and regulatory announcements.

Skills

Research skills

Analytical thinking

Communication skills

MS Office

Education

Bachelor's Degree in Corporate Administration

Company Secretarial Practice

Tools

BoardPac system

Microsoft Office Suite

Job description

Create the future with Affin! You too can make a difference. We continuously innovate to transform our financial services landscape - making banking better and easier. Join us at AFFIN, where the open minds meet and be inspired by a shared commitment to great work. You too can make a difference.

JOB RESPONSIBILITIES

1. Board Management & Administrative Support Provide administrative support to the Board of Directors and Management on Secretarial related matters to assist in preparing and managing correspondences to/from regulators, Directors, Management, Business Units, and other relevant parties with the highest confidentiality. Assist in maintaining yearly Board of Directors and Departments’ meeting schedules. Liaison officer between Board, Management with Secretarial Division or other relevant parties/department/division. Provide administrative assistance to the Board and Management to ensure the smooth running of day‑to‑day affairs between the Board, Management, and the relevant parties. Assist in providing Corporate Governance support to the Board of ABB and AiBB. Assist in arranging training to be attended by Directors of ABB and AiBB as part of the requirement under the Bursa and BNM. Supervising the updates/record updating and keeping records of training attended by the Board. Responsible in organizing Board/Management strategic retreats/offsite meetings, functions, outstation, overseas trip (if any) and liaise with a relevant party(ies) to ensure smooth preparation of the said events – in charge of traveling and accommodation arrangements. Responsible Assist in updating Board Policy Manual, Board Charter, Terms of Reference, and other policy relating to the Board/Board Committees/Management Committees. Assist in updating Operational Risk Management (ORM) reporting on Director’s relevant matters.
2. Board/Board Committees/Management Committees Meetings Overseeing the smooth arrangement for relevant Board, Board Committees and Management Committees meetings of ABB and AiBB (logistics, notice, agenda etc.) Assist in preparing the following Board, Board Committees and Management Committees minutes and matters arising:
   • AiBB Board (Minutes and Matters Arising)
   • ABB Board (Matters Arising)
   • Group Board Nomination and Remuneration Committee (Minutes and Matters Arising)
   • Group Board Information Technology (support IT & strategic department on Minutes and Matters Arising)
   • Management Committee (Weekly & Monthly MCM) (Minutes and Matters Arising)
   Responsible in preparing papers and updates for Board, Board Committees, and Management Committee meetings. Assist to ensure smooth preparation of pre‑Board/Management meeting including uploading of proposal papers into BoardPac system for Board and/or Management meeting including Aide Memoire for ABB Chairman. Assist to finalize and distribute urgent and confirmed extracts of minutes to respective Division/Department/Unit.
3. Records and regulatory submission/announcement Supervise updates on Directors/CEO/CoSec records of ABB and AiBB. Assist in supervising relevant regulatory submission/announcements is made to SSM and Bursa in a timely manner for ABB and AiBB. Provide updates/information/announcements relating to Directors/ shareholders/companies to Bursa Malaysia via Bursa Link and Kijangnet. Assist in preparing and submitting the application(s) relating to Directors and/or Management to Bank Negara Malaysia (e.g submission of appointment/re‑appointment of Directors).
4. Annual Report and Annual General Meeting Draft Corporate Info, Directors Profiles, and CG Statement for Annual Report. Part of the team in preparation of logistics and arrangement during AGM/EGM (virtual/hybrid/physical). Assist in preparing the announcement of the Annual Report, CG Report, Notice of AGM as well as outcome/results of AGM/EGM to Bursa Malaysia undefined
5. Corporate Governance Responsible in special secretariat assignments which involve urgent feedback/response to the regulators such as BNM CRR (Directors related matters), review on Board/Board Committee/Management Committee Composition, Board Remuneration Structure and Corporate Governance, etc. Responsible in preparation of documents for in due diligence process/audit review. ASSIST in the internal Board Effectiveness Evaluation exercise (preparing questionnaire, analysis of feedback/results, preparing report and presentation to the GBNRC/Board) for ABB/AiBB. Assist in the pre and post‑arrangement for appointment/re‑appointment of Directors. Assist HR in submitting appointment/re‑appointment of CEO for ABB/AiBB via BNM Kijangnet.

JOB REQUIREMENTS

• Bachelor's Degree in Corporate Administration, Company Secretarial Practice, Business Administration, Law, or a related discipline, with a minimum of five (5) years of relevant secretarial or corporate governance experience.
• Strong research, analytical, and problem‑solving skills, with the ability to review, interpret, and present information accurately and effectively.
• Excellent command of English, both written and spoken, with the ability to communicate professionally and effectively with stakeholders at all levels, including Directors, Senior Management, regulators, and external parties.
• Strong written and verbal communication skills, including the ability to draft professional correspondence, reports, Board papers, minutes of meetings, and governance‑related documentation.
• Good organisational and time management skills, with the ability to manage multiple assignments, prioritise tasks, and meet tight deadlines in a fast‑paced environment.
• High level of integrity, discretion, and professionalism in handling confidential and sensitive information.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Possess a positive attitude, strong interpersonal skills, and a willingness to continuously learn, develop, and enhance professional knowledge and competencies.
• Able to work independently with minimal supervision while maintaining effective collaboration with internal and external stakeholders.

People are the heart of AFFIN BANK. We have a positive and supportive environment where we celebrate people’s personal growth and encourage them to be the best versions of themselves, both in the workplace and in their community. Join AFFIN as we evolve to become a financial institution of the future, embracing innovation and technology to deliver unrivaled customer service. We're looking for colleagues who share our values and are ready to live them every day. Explore the exciting opportunities and make a real impact on the future of finance. Come be a part of our journey today!

Always About You

At AFFIN, we strive to always connect and engage with our customers, to understand their changing needs and aspirations better. It represents our passion and commitment to the community we operate in, enabling us to quickly respond to changes and provide a personalised experience. At AFFIN, our people are aligned to our values of customer centricity, creativity and value creation. Our tagline “Always about you”, was crafted to drive loyalty and build our reputation as a creative and innovative financial organisation. Our people are at the heart of what we do and remain the focus of our customer centric culture. It’s about the initiatives we take in understanding and prioritising our stakeholders; our customers, employees and shareholders. As we venture through this metamorphosis journey, we are aware of their ever‑changing needs and are embracing the new ways of this digital dimension. We put our hearts and minds into everything we do, to ensure that everyone we touch, receives unrivalled customer service.