Specialist, Corporate Secretarial

VISTRA; Kuala Lumpur; Hybrid; MYR 60,000 - 100,000; Full time

Benefits offered by this job

Hybrid work

Birthday leave

Medical insurance

Dental coverage

Wellness allowance

Generous annual leave

Mentorship program

ICSA membership reimbursement

Job summary

Vistra in Kuala Lumpur is seeking a Specialist, Corporate Secretarial to join our team on a full-time basis. You will handle corporate secretarial filings, maintain statutory records, and support regulatory compliance across jurisdictions with accuracy and pace.

You will work in a flexible hybrid setup, benefit from mentorship, and have opportunities to develop expertise in governance, annual returns, AGM documentation, and workflow platforms like Viewpoint.

Qualifications

• Bachelor-level degree in corporate administration or related field.
• 0–4 years of corporate secretarial experience or support.
• Basic knowledge of statutory filings and regulatory compliance.
• Familiarity with corporate secretarial systems is an advantage.

Responsibilities

• Prepare and process AR/AGM documentation and statutory filings.
• Maintain statutory records and data in internal systems.
• Ensure regulatory compliance and timely submissions.
• Monitor deadlines and manage task queues to prevent delays.
• Support cross-functional teams in corporate secretarial processes.

Skills

Attention to detail

Time management

Proactive communication

Education

Degree in Corporate Administration, Corporate Governance, Business Administration, or related field

Tools

Viewpoint

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 are excited to offer an excellent opportunity to join our team as Specialist, Corporate Secretarial. This is a full-time, permanent role based in Kuala Lumpur, Malaysia, with regional responsibilities, giving you the chance to make a meaningful impact on our team and its continued growth.

Key Responsibilities

• Corporate Secretarial Filings & Documentation
• Prepare and process corporate secretarial documents including Annual Returns (AR), Annual General Meeting (AGM) documentation, and statutory filings.
• Ensure documents are prepared accurately using approved templates and formats.
• Verify information against official sources to ensure regulatory compliance.
• Complete required internal checklists prior to submission.
• Statutory Records & Data Management
• Maintain and update statutory records and company information in internal systems (e.g., Viewpoint).
• Ensure proper documentation, version control, and record completeness.
• Maintain accurate filing records and supporting documentation.
• Monitor deadlines and ensure timely completion of assigned deliverables.
• Prioritize urgent tasks to prevent SLA breaches.
• Manage task queues effectively to prevent backlog accumulation.
• Escalate potential delays or risks in a timely manner.
• Operational Delivery & Productivity
• Deliver consistent output aligned with productivity expectations.
• Maintain quality and accuracy even during peak filing periods.
• Support the team in managing workload spikes when necessary.
• Learning & Cross-Functional Exposure
• Keep up to date with regulatory changes affecting corporate secretarial work.
• Adapt quickly to process improvements and new systems.
• Develop capability across multiple corporate secretarial processes and jurisdictions

Key Requirements

• Degree in Corporate Administration, Corporate Governance, Business Administration, or related field.
• 0–4 years of experience in Corporate Secretarial or company secretarial support.
• Basic knowledge of statutory filings, corporate governance requirements, and regulatory compliance.
• Familiarity with corporate secretarial systems or workflow platforms is an advantage.
• Strong attention to detail, accountability, and ownership to ensure accuracy and deliver tasks with minimal supervision.
• Good time management and ability to prioritize tasks, meet deadlines, and maintain accuracy under pressure.
• Adaptable team player with a willingness to learn new processes, systems, and regulations, and communicate proactively.

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.