Job Summary

The Company Secretary is responsible for ensuring that the Company complies with all applicable corporate, statutory and regulatory requirements. The role provides professional support to the Board of Directors and management on corporate governance, statutory filings, company records, resolutions and other corporate secretarial matters.

Key Responsibilities

A. Corporate Secretarial & Statutory Compliance

Maintain and update the Company’s statutory registers, records and corporate documents.
Ensure timely preparation and submission of statutory returns, notifications and filings with Suruhanjaya Syarikat Malaysia (SSM).
Prepare and lodge documents relating to changes in directors, shareholders, registered office, business activities, shareholding and other corporate matters.
Ensure compliance with the Companies Act 2016 and other applicable laws and regulations.
Monitor statutory deadlines and ensure all required filings are completed accurately and on time.
Maintain proper records of the Company’s constitution, resolutions, registers and other statutory documents.

B. Board & Shareholder Matters

Coordinate and arrange Board of Directors’ and shareholders’ meetings.
Prepare notices, agendas, minutes and resolutions for Board and shareholders’ meetings.
Prepare and circulate written resolutions for directors and shareholders when required.
Maintain proper records of Board and shareholders’ decisions and resolutions.
Advise the Board and management on corporate governance requirements and procedural matters.

C. Corporate Governance

Provide guidance to directors and management on statutory and corporate governance requirements.
Ensure the Company follows proper procedures for corporate approvals and decision-making.
Monitor changes in relevant legislation and regulatory requirements and advise management accordingly.
Maintain confidentiality of all corporate, financial, shareholder and management information.

D. Company Records & Documentation

Maintain an organised and up-to-date corporate secretarial filing system.
Safekeep original corporate documents, certificates, resolutions and statutory records.
Maintain records of directors, shareholders and beneficial ownership information as required.
Ensure corporate documents are properly prepared, signed, dated and filed.

E. Advisory & Management Support

Provide corporate secretarial advice to management and directors on company-related matters.
Assist with company restructuring, share transfers, allotments, changes in directors and other corporate exercises.
Liaise with external auditors, legal advisers, bankers, tax agents and other professional advisers when required.
Assist management in preparing corporate documentation for banking, financing, licensing, investment and other business requirements.

F. Group & Subsidiary Companies

Coordinate and oversee corporate secretarial matters for subsidiaries, associated companies and related entities, where applicable.
Ensure statutory records and filing requirements are maintained consistently across the group.
Monitor statutory compliance deadlines for all relevant entities.

Additional Duties

Assist in company incorporation, registration and cessation of business activities where required.
Assist with preparation of documents for opening or closing of branches and outlets.
Support corporate due diligence and company information requests.
Perform any other corporate secretarial or administrative duties assigned by the Board or Management.

Key Competencies

Corporate governance and statutory compliance
Strong documentation and record-keeping skills
Attention to detail and accuracy
Time management and deadline management
Professional communication skills
Confidentiality and integrity
Problem-solving and analytical skills
Ability to liaise effectively with directors, management and external professionals

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Company Secretary

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