Company Secretarial Executive (Ipoh)

Job Description:

1. Corporate Secretarial Support (In-House)
   • Assist in handling corporate secretarial matters for the Group’s companies, including holding, subsidiaries, and associated companies.
   • Support the Company Secretary in ensuring compliance with the Companies Act 2016, company constitutions, and group governance policies.
   • Monitor and track statutory deadlines and compliance timelines for the Group.

2. Statutory Filings & Compliance
   • Prepare and arrange statutory filings with Suruhanjaya Syarikat Malaysia (SSM), including:
   1) Annual Returns
   2) Changes of directors, secretaries, registered office, share capital, etc.
   • Support compliance for AGM, EGM, and written resolutions. • Assist in submission via MyCoID / MBRS, including basic verification and record maintenance.

3. Statutory Records & Corporate Documentation
   • Maintain and update statutory registers and corporate records, including:
   1) Register of Directors, Members, Secretaries
   2) Register of Charges
   3) Beneficial Ownership records
   • Ensure proper filing and safekeeping of resolutions, minutes, constitutions, and statutory documents (physical and softcopy).

4. Board & Management Meetings
   • Assist in the organisation and administration of Board, Board Committee, and General Meetings, including:
   1) Preparation of notices, agendas, and board papers
   2) Circulation of documents to directors and management
   • Draft and finalise minutes of meetings and directors’ or members’ resolutions for review by the Company Secretary.
   • Track and follow up on action items arising from meetings.

5. Internal & External Coordination
   • Liaise with directors, management, auditors, lawyers, bankers, and external company secretaries on statutory and governance matters.
   • Coordinate execution of documents by directors, including local and overseas signatories.
   • Provide corporate secretarial support to internal departments (Finance, Legal, HR, Operations) when required.

6. Governance & Group Support
   • Assist in implementing group-wide governance practices, policies, and reporting standards.
   • Support corporate exercises such as:
   1) Incorporation of subsidiaries
   2) Restructuring, share allotments/transfers
   3) Striking off of dormant companies
   • Assist with preparation of secretarial summaries for management or board reporting.

7. Ad-Hoc & Administrative Duties
   • Provide general administrative support to the Company Secretary.
   • Perform other duties and projects as assigned by management or the Board.
   Requirements:

   1. Pursuing CGI (ICSA) qualification.

   2. At least 1 years’ working experience in corporate secretarial field, preferably with exposure in public listed companies

   3. Sound knowledge of the Companies Act 2016, Bursa Malaysia's Listing Requirements, Malaysian Code on Corporate Governance and other related regulations

   4. Proficient in both written and spoken English and Bahasa Malaysia

   5. Computer literate, with knowledge in Microsoft Office applications, as well as MYCOID and MBRS systems for online submissions to SSM

   6. Good interpersonal skills, with the ability to work and communicate effectively with internal and external parties

   7. A good team player and able to work independently with minimal supervision