Executive/Senior Executive, Secretarial

Job Descriptions

• Support the preparation, review and circulation of Directors’ Circular Resolutions (DCRs), Board resolutions and extracts for Directors’ approval.
• Coordinate the dissemination of approved Board resolutions and extracts to relevant Management, project teams and stakeholders for further action.
• Coordinate Board and Committee meetings, including scheduling, agenda preparation, follow-up on Board papers and matters arising, and collation of meeting materials.
• Prepare meeting documentation including attendance lists, meeting folders, action points and extracts of minutes, and ensure timely circulation to relevant stakeholders.
• Follow up with stakeholders on outstanding Board matters and action items to support timely completion and effective governance.
• Prepare and coordinate statutory forms, corporate secretarial documents and regulatory submissions in compliance with the Companies Act 2016 and applicable regulatory requirements.
• Maintain and update statutory registers, corporate records and Board documentation, ensuring proper electronic and hardcopy filing.
• Attend to requests for Certified True Copies (CTC) of statutory and corporate documents and provide the necessary secretarial support for regulatory and business submissions.
• Conduct desktop research, data compilation and analysis, and prepare reports, presentation slides and supporting materials for Management and Board-related matters.
• Provide corporate secretarial, governance and administrative support for ad hoc assignments, working closely with Directors, Management, project teams and other internal stakeholders.

Job Requirements

• Bachelor’s Degree in Business Administration, Secretarial Studies, Corporate Administration or a related field.
• MAICSA qualification or relevant professional certification will be an added advantage.
• 1–5 years of relevant working experience in corporate secretarial, Board/Committee administration, governance or a similar role.
• Experience in supporting Board and Committee meetings, Board resolutions, statutory documentation and corporate records will be an advantage.
• Good understanding of corporate governance, statutory requirements and the Companies Act 2016 is preferred.
• Strong organisational and coordination skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Detail-oriented, meticulous and proactive, with a strong sense of confidentiality and professionalism when handling sensitive corporate information.
• Good analytical and problem-solving skills, with the ability to research, compile information and prepare reports or presentations.
• Strong written and verbal English communication skills, with the ability to communicate effectively with stakeholders at different levels.
• Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint; experience with document management systems is an advantage.
• A team player who is responsible, adaptable and able to work independently while providing effective support to Management and stakeholders.