Company Secretary Associate

Spade Consulting; United States; Remote; USD 90,000 - 140,000; Full time

Job summary

Spade Consulting is seeking a Corporate Secretarial Specialist to manage day-to-day secretarial matters for a portfolio of Singapore-incorporated entities. You will support corporate actions, coordinate with legal and finance teams, and ensure timely statutory filings and governance compliance.

The role requires a professional secretarial qualification or a law degree with familiarity with Singapore Companies Act and ACRA. You will maintain records and assist audits across multiple jurisdictions.

Qualifications

• Professional qualification in company secretarial practice would be an advantage.
• Bachelor's degree in law.
• Familiarity with the Singapore Companies Act and ACRA requirements is added advantage

Responsibilities

• Manage day-to-day corporate secretarial matters for a portfolio of Singapore-incorporated companies.
• Support corporate restructuring and other corporate actions.
• Coordinate with legal counsel, tax advisors, auditors, banks and other professional advisors on corporate actions.
• Ensure appropriate corporate approvals and statutory filings are completed within prescribed timelines.
• Monitor developments in Singapore corporate and regulatory requirements relevant to the assigned entities.
• Assist with implementation of changes arising from amendments to the Companies Act, ACRA requirements and other applicable regulations.
• Support compliance with beneficial ownership / registrable controller requirements.
• Assist with corporate governance and KYC-related requirements.
• Maintain compliance calendars and proactively identify upcoming statutory obligations.
• Conduct periodic reviews of statutory records to ensure completeness and accuracy.

Skills

Attention to detail

Strong drafting skills

Time management

Stakeholder management

Education

Bachelor's degree in law

Professional qualification in company secretarial practice

Tools

Microsoft Office (Word, Excel)

ACRA filings software

Entity management software

Job description

Role & responsibilities

Key Responsibilities

• Manage day-to-day corporate secretarial matters for a portfolio of Singapore-incorporated companies.
• Support corporate restructuring and other corporate actions
• Coordinate with legal counsel, tax advisors, auditors, banks and other professional advisors on corporate actions.
• Ensure appropriate corporate approvals and statutory filings are completed within prescribed timelines.

Regulatory & Compliance Support

• Monitor developments in Singapore corporate and regulatory requirements relevant to the assigned entities.
• Assist with implementation of changes arising from amendments to the Companies Act, ACRA requirements and other applicable regulations.
• Support compliance with beneficial ownership / registrable controller requirements.
• Assist with corporate governance and KYC-related requirements.
• Maintain compliance calendars and proactively identify upcoming statutory obligations.
• Conduct periodic reviews of statutory records to ensure completeness and accuracy.

Client / Stakeholder Management

• Act as a point of contact for directors and internal stakeholders on routine corporate secretarial matters.
• Liaise with Singapore-based corporate secretarial service providers or relevant authorities where applicable.
• Coordinate with finance, tax, legal and other internal teams on entity-level compliance matters.
• Respond to routine corporate secretarial queries and escalated complex legal or regulatory matters when necessary.
• Maintain professional and timely communication with stakeholders.

Records & Documentation

• Maintain accurate and up-to-date statutory books and corporate records.
• Ensure appropriate version control and secure retention of corporate documents.
• Maintain corporate secretarial databases, trackers and compliance calendars.
• Prepare periodic reports on statutory compliance status, upcoming filings and outstanding actions.
• Support internal and external audits by providing relevant corporate records and documentation.

Key Deliverables

• Timely and accurate ACRA statutory filings.
• Up-to-date statutory registers and corporate records.
• Properly documented Board and shareholder approvals.
• Effective monitoring of statutory and governance deadlines.
• Accurate maintenance of corporate structures and entity information.
• Timely escalation of compliance gaps and potential regulatory issues.

Qualifications

• Professional qualification in company secretarial practice would be an advantage.
• Bachelor's degree in law.
• Familiarity with the Singapore Companies Act and ACRA requirements is added advantage

Technical Skills

• Good knowledge of Singapore corporate secretarial and statutory compliance requirements.
• Practical experience with ACRA filings and corporate information.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Experience with corporate secretarial / entity management software would be advantageous.
• Strong drafting skills for Board resolutions, shareholder resolutions, meeting minutes and corporate correspondence.

Preferred candidate profile

Core Competencies

• Strong attention to detail and accuracy.
• Excellent organisational and time-management skills.
• Ability to manage multiple entities and statutory deadlines simultaneously.
• Strong written and verbal communication skills.
• Sound understanding of corporate governance principles.
• Ability to work independently while collaborating effectively with cross-functional teams.
• High level of integrity and confidentiality.
• Strong follow-up and stakeholder management skills.
• Ability to identify compliance issues and elevate them appropriately

Reporting

Reports to: Manager / Senior Manager Company Secretarial / Corporate Governance

Key Interfaces: Directors, shareholders, Finance, Tax, Legal, Internal Audit, External Auditors, Corporate Service Providers and Regulatory Authorities.

Role Scope

The role may involve supporting a portfolio of Singapore entities and, depending on the organisation's structure, assisting with entities across other jurisdictions in the Asia-Pacific region.