Corporate Secretary

Matrixport; Singapore; On-site; SGD 100,000 - 180,000; Full time

Job summary

BIT in Singapore is seeking a Corporate Secretary to manage multi-jurisdictional entity records, governance filings, and KYC support for the group.

You will coordinate offshore entity administrations, maintain registers, liaise with external firms, and support compliance deadlines across jurisdictions, ensuring accurate documentation and timely corporate actions.

Qualifications

• Fluent written and spoken English and Mandarin Chinese.
• Experience in corporate secretarial or entity management preferred.
• Exposure to multi-jurisdictional governance and KYC process is a plus.

Responsibilities

• Internal workflow and document administration for Legal Department.
• Maintain master corporate information registers for all entities.
• Identify and manage statutory compliance deadlines across jurisdictions.
• Coordinate with external secretarial firms and internal stakeholders.
• Prepare KYC documentation packages and coordinate document courier dispatch.

Skills

English

Mandarin Chinese

Job description

About BIT:

BIT (formerly Matrixport) is a global digital asset financial services and infrastructure group. Headquartered in Singapore and founded in 2019, BIT bridges traditional finance and digital assets through governance-driven financial services and technology.

The firm manages over US$7 billion in assets and facilitates more than US$7 billion in monthly trading volume. BIT offers services including custody, trading, asset and wealth management, liquidity and financing solutions, and tokenised real-world assets (RWA), serving institutional and professional investors globally.

BIT Group entities maintain a licensed and regulated footprint across Singapore, Hong Kong, Switzerland, the United Kingdom, the United States and Bhutan.

For more information, visit www.bit.com

Why Join Us:

At BIT, we tackle complex problems as a team. We encourage openness and promote transparency, respect, and inclusivity. Every team member is valued and has a voice that can be heard. We are always in search of intellectually curious and entrepreneurial individuals who are keen on making an impact in the crypto ecosystem and in building a better product for the next one billion users.

Job Responsibilities:

1. Internal Workflow & Document Administration

• Initiate and manage all Legal Department requests within the Group's internal management system — including payment applications, contract execution, and document approval workflows.
• Proactively track the progress of finance approvals, follow up on rejected or pending items, and ensure all workflows are completed.
• Scan, electronically archive, and register the dispatch and return of all executed original documents — maintaining a complete and auditable document trail at all times.

2. Offshore Entity Records & Corporate Governance

• Maintain and continuously update a master corporate information register for all entities — covering shareholders, directors, share capital, registered addresses, and key statutory details. Ensure all records are current, accurate, and immediately retrievable.
• Coordinate with external company secretarial firms to manage the full lifecycle of offshore entities — including new incorporation/registration processes and the dissolution or striking-off of inactive entities. Collect and archive all process documents end-to-end.
• Act as the internal coordination point for all corporate change requests — including shareholder changes, director appointments and resignations, and share capital adjustments. Issue instructions to external secretarial firms, transmit required documentation, and track all changes through to government system confirmation.
• Manage the complete electronic filing of all corporate documents arising from incorporation, dissolution, and change processes — including certificates of incorporation, memoranda and articles of association, shareholder registers, board resolutions, and regulatory approvals — filed under a standardised naming convention and folder structure on the Legal Department cloud drive.

3. Global Statutory Compliance & Filing Coordination

• Identify, track, and manage statutory compliance deadlines across all Group jurisdictions — including Hong Kong, Singapore, BVI, Cayman Islands, Switzerland, and others — covering annual returns, economic substance filings, accounting record maintenance, and other regulatory submissions.
• Coordinate with internal support departments and external company secretarial firms to collect required internal data ahead of deadlines and ensure external parties submit all filings on time and in good order.
• Conduct preliminary review of annual service fee invoices and ad-hoc change service invoices received from external secretarial firms and law firms — verify reasonableness and accuracy before initiating payment through the OA system.

4. Internal Stakeholder Support & Information Management

• Serve as the primary internal point of contact for queries from business units regarding company basic information, group organisational structure charts, and director/shareholder registers.
• Apply internal information classification and disclosure protocols — provide standard-format materials for routine requests and route complex, sensitive, or non-standard requests to the appropriate Legal team member.
• Maintain an up-to-date group structure chart and ensure it is accessible to authorised internal stakeholders at all times.

5. Certified True Copies, KYC & Due Diligence Support

• Prepare certified true copies (CTC), notarised documents, and apostilled documents — including constitutions, certificates of incorporation, and director/shareholder registers — in support of Finance, Business, and Legal team requirements.
• Compile comprehensive KYC documentation packages for bank account openings, law firm due diligence, and financing due diligence exercises — collecting, organising, and packaging all company qualification documents under standardised naming conventions.
• Coordinate the urgent courier dispatch of original documents to offshore law firms or company secretarial providers — track logistics end-to-end and confirm receipt to the requesting team.

Job Requirements:

• Minimum 3–5 years of experience in a Corporate Secretary, company secretarial, or entity management role within a corporate legal department, law firm, or professional services firm.
• Prior experience managing offshore entities across multiple jurisdictions — particularly BVI, Cayman Islands, Hong Kong, and Singapore — is strongly preferred.
• Demonstrated experience working with external company secretarial firms and law firms across multi-jurisdictional entity portfolios.
• Background in financial services, fintech, digital assets, or a similarly complex, multi-entity corporate environment is advantageous.
• Experience supporting KYC documentation preparation, due diligence exercises, or bank account opening processes is a strong plus.
• Fluency in both written and spoken English and Mandarin Chinese is required — the role involves regular communication with Mandarin-speaking internal stakeholders and external parties across Greater China and Southeast Asia.

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