Corporate Secretary - Senior/Associate

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Early Applicant

Job Description

1. Corporate Governance & Statutory Compliance

Act as the key governance officer ensuring the company complies with the Companies Act, constitutional documents, and regulatory requirements.
Maintain statutory registers (members, directors, secretaries, charges, share allotments, etc.).
Ensure timely statutory filings with ACRA / Companies Registry (e.g. annual returns, resolutions, changes in officers/shareholding).
Monitor compliance with corporate governance codes, listing rules (if applicable), and internal policies.

2. Board & Committee Support

Plan, coordinate, and attend Board, AGM, and EGM meetings.
Prepare and circulate board packs, agendas, and supporting papers.
Take accurate minutes, track resolutions, and ensure proper execution and filing.
Advise the Board on procedural, governance, and statutory matters.

3. Company Secretarial Administration

Draft and manage board resolutions, shareholder resolutions, and written resolutions.
Oversee issuance and transfer of shares, dividends, and capital changes.
Maintain the company's Minute Books and Corporate Records.
Liaise with auditors, regulators, lawyers, banks, and external secretarial firms.

4. Advisory & Risk Management Role

Advise directors on their statutory duties, fiduciary obligations, and conflicts of interest.
Support implementation of governance frameworks, ethics policies, and compliance programmes.
Flag governance risks and ensure appropriate escalation to the Board or Audit Committee.

5. Corporate Transactions & Projects

Support incorporations, restructurings, M&A, share issuances, and winding-up exercises.
Coordinate due diligence documentation and regulatory approvals.
Assist in post-transaction filings and corporate record updates.

6. Stakeholder & Regulatory Liaison

Serve as the primary contact point for regulators, shareholders, and corporate service providers.
Handle shareholder communications, proxy processes, and statutory notices.
Ensure transparency and accuracy in disclosures.

7. Internal Governance & Process Improvement