Corporate Secretarial Executive

GXS is looking for an experienced, highly motivated, committed and skilled professional with a passion for corporate governance. The successful candidate will handle, manage and oversee GXS group companies' corporate secretarial matters. 

Duties and Responsibilities

Corporate Secretarial Support:

• Support all GXS’s Board requirements including scheduling board and MAS meetings, arranging Board members' travel itinerary and bookings, assisting Directors with expense claims, preparing board decks for board meetings, arranging meals and refreshments for the Board members.

• Assist on matters relating to the Bank’s management committee meetings

• Prepare board / directors' resolution and other corporate secretarial related documents as required to support GXS Group companies' needs and requirements, and facilitate execution of corporate documents/resolution.

• Liaise with local corporate secretarial service providers, external legal counsel, auditors and bankers on corporate secretarial and compliance related matters, including: AGM, statutory filing (eg ACRA), bank account opening, UBO Register, register of related parties, and statutory audit matters for GXS Group companies.

• Maintain, update and safekeep records of constitutional documents, Statutory Registers, minutes and resolutions.

• Ensure compliance with all relevant legislation / regulations.

General Administrative Support:

• Act as CorpPass Administrator 

• Maintain the Legal Department's contract repository.

• File / safekeep documents of importance including Intellectual Property related certificates, Insurance Certificates.

• Facilitate the procurement of third party suppliers’ services as required by the Legal department. 

• Schedule AdobeSign / DocuSign for company approved documents/contracts.

• Attend to mailbox duties

• Assist in ad hoc duties / assignments as and when required.

Job Requirements:

• Corporate Secretarial qualifications or equivalent.

• Minimum 5 years PQE or relevant working experience, in-house experience in a multi-national company is preferred.

• Strong command in English and excellent writing skills; proficiency in multiple languages is a plus.

• Good attention to details.

• Proactive, organized and able to manage deadlines effectively.

• Integrity and discretion required for handling confidential information.

• Strong interpersonal skills and able to manage stakeholders.

• Tech savvy, with a strong proficiency in Microsoft Office