Assistant, Corporate Secretarial Manager

KINGSTON BUSINESS CENTRE PTE LTD; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

Kingston Business Centre Pte Ltd in Singapore is seeking an experienced corporate secretarial professional to manage a client portfolio, ensuring compliance with the Singapore Companies Act, ACRA regulations, and related statutory requirements. You will coordinate meetings, maintain records, oversee filings, and drive client billing and administrative processes.

The role requires at least five years in corporate secretarial work, proficiency with e-filing, annual returns, and corporate

Qualifications

• Minimum 5 years of corporate secretarial experience.
• Strong knowledge of Singapore Companies Act and ACRA regulations.
• Experience with ACRA e-filing, annual returns, and corporate restructurings.
• Excellent written and verbal English communication.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Manage corporate secretarial duties for multiple clients to ensure governance.
• Ensure compliance with statutory requirements and regulatory obligations.
• Prepare agendas, board papers, resolutions, and minutes for meetings.
• Coordinate AGMs, EGMs, and board meetings for regulatory adherence.
• Maintain statutory registers and corporate records.
• Handle company incorporations and foreign entity registrations.
• Perform KYC/CDD/AML reviews and monitor deadlines.
• Oversee billing processes and client invoicing.
• Mentor junior staff and oversee work outputs.

Skills

Governance

Attention to detail

Time management

Communication

Education

Diploma or higher in Corporate Administration

Tools

SentroWeb

Job description

Job Summary

Manage comprehensive corporate secretarial duties for a client portfolio, ensuring compliance with Singapore statutory requirements and regulations. Coordinate meetings, maintain corporate records, oversee filings, and lead client billing and administrative processes.

Responsibilities

• Manage the full range of corporate secretarial duties for multiple clients to ensure seamless corporate governance
• Ensure compliance with the Singapore Companies Act, ACRA regulations, and other statutory requirements to mitigate legal risks
• Organize, coordinate, and prepare agendas, board papers, resolutions, and minutes for board and general meetings to support effective decision-making
• Plan, coordinate, and oversee Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs), and board meetings to ensure regulatory adherence
• Maintain and update statutory registers, minute books, and corporate records to ensure accuracy and accessibility
• Handle company incorporations, foreign entity registrations, and ongoing corporate administration to support client business operations
• Perform ACRA e-filings accurately and within deadlines to maintain statutory compliance
• Prepare and file dormant accounts and annual returns to fulfill regulatory obligations
• Prepare full and partial XBRL financial statements for filing to meet statutory reporting standards
• Conduct Know Your Customer (KYC), Customer Due Diligence (CDD), and Anti-Money Laundering (AML) reviews in line with regulatory requirements and internal policies to ensure compliance
• Monitor filing deadlines and compliance obligations to prevent breaches and penalties
• Maintain and review client due diligence records and monitor ongoing compliance requirements to uphold regulatory standards
• Manage billing processes including preparing engagement letters, fee quotations, service agreements, invoicing clients, monitoring receivables, and coordinating collections to ensure timely payments
• Maintain accurate billing records and ensure timely issuance of invoices to support financial operations
• Supervise, mentor, and develop junior corporate secretarial staff by reviewing work outputs and providing technical guidance to enhance team performance
• Execute ad-hoc assignments as directed by Directors and Managers to support business needs

Preferred competencies and qualifications

• Minimum 5 years of relevant corporate secretarial experience, preferably in professional services, corporate secretarial, accounting, or law firm environments
• Strong knowledge of the Singapore Companies Act, ACRA regulations, corporate governance practices, and statutory compliance requirements
• Hands-on experience with ACRA e-filing, annual returns, company incorporations, and corporate restructuring exercises
• Proficiency in SentroWeb or similar corporate secretarial software, with experience customizing document templates considered an advantage
• Strong proficiency in both physical and electronic document management systems
• Excellent written and verbal communication skills in English
• Diploma, Advanced Diploma, Degree, or equivalent qualification in Corporate Administration, Business, Accounting, Law, or related discipline
• Highly organized, detail-oriented, and able to work independently in a fast-paced environment
• Strong time management skills with the ability to manage multiple priorities and meet deadlines
• Tech-savvy and comfortable working with digital workflow systems and electronic records management