Corporate Secretarial and Admin Senior Executive

SINGAPORE SHIPPING AGENCIES PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading shipping agency in Singapore is seeking a Corporate Secretarial and Admin Senior Executive to manage compliance with the Companies Act and oversee statutory records for multiple entities. The role entails preparing and filing necessary documents, supporting Board and shareholder processes, and providing administrative support. Ideal candidates will have over 4 years of corporate secretarial experience and a strong understanding of governance practices. The position offers a collaborative work environment focused on detail-oriented tasks.

Qualifications

• Minimum 4 years corporate secretarial experience.
• 2 years of relevant experience in an administrative role.
• Ability to manage multiple deadlines.

Responsibilities

• Ensure all entities comply with statutory standards.
• Prepare and file annual returns and changes for directors.
• Organize and prepare for Board and Committee meetings.

Skills

Strong knowledge of Singapore Companies Act

Proficient in Microsoft Office

Excellent client service skills

Strong written and verbal communication skills

Meticulous and organized

Education

Diploma or degree in Business Studies or Law

ICSA or SAICSA qualification

Tools

ACRA BizFile+

Entity management systems

Job description

Job Overview

The Corporate Secretarial and Admin Senior Executive is responsible for ensuring full compliance with statutory and regulatory requirements under the Companies Act, ACRA, and other governing bodies. This role involves managing the corporate secretarial matters for multiple entities within the Group, supporting Board and shareholder processes, and maintaining the integrity and accuracy of statutory records.

Responsibilities

1. Statutory Compliance & Governance

• Ensure all entities within the Group comply with the Companies Act, ACRA regulations, ASIC requirements and internal governance standards.
• Prepare and file annual returns, changes in directors, officers, share capital, and other statutory documents promptly.
• Maintain and update statutory registers (directors, shareholders, charges, etc.) in accordance with legal requirements.
• Monitor corporate governance and regulatory developments, providing timely updates to management.
• Manage Australia Securities & Investment Commission ("ASIC") Lodgements to appoint or cease office holders; Change of address directors

Board & Shareholder Support

• Circulate Corporate Secretarial related documents for signatures.
• Compile and print all deliverables and reports for management and Board’s meetings.
• Coordinate Annual General Meetings (AGMs) including preparation of notices, proxies, and minutes
• Organise and prepare for Board and Committee meetings, including scheduling, agenda preparation, and minute-taking.
• Draft Directors resolution and filing with ACRA and ASIC.

Administrative & Systems Management

• Prepare, maintain, and update Corporate Secretarial related documents and files.
• Keeping statutory records, including audited accounts, names of company directors and shareholders.
• Attend to striking-off of companies, employment pass applications, administration of CorpPass and other government administrative bodies’ access.
• Provide general administrative support to the Company Secretary
• Monitor the submission of various reports and compile for submission to senior management.
• Distribution of incoming mail and courier/posting of outgoing mails.
• Monitor annual leave and medical leave of finance team.
• Maintaining office stationeries and coordinate the collation of name card orders for Finance team
• Prepare office stationeries and coordinate workspace arrangements for new joiners in the Finance team.
• Assist in preparing and managing corporate greeting cards
• Any ad-hoc duties as required.

Requirement

• Candidates possess a diploma, degree or other professional qualifications in Business Studies or Law or currently pursuing Institute of Chartered Secretaries and Administrators ("ICSA") or Singapore Association of the Institute of Chartered Secretaries and Administrators (SAICSA).
• Minimum 4 years corporate secretarial experience and 2 years of relevant experience in a similar administrative role.
• Strong knowledge of the Singapore Companies Act, ACRA filing requirements, and corporate governance practices.
• Proficient in Microsoft Office, ACRA BizFile+, and entity management systems.
• Demonstrated ability to provide excellent client service, ensuring all client requests and queries are handled promptly and professionally
• Strong written and verbal communication skills.
• Meticulous, organised, and able to manage multiple deadlines with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Good team player and positive attitude.