COMPANY SECRETARIAL EXECUTIVE

SENIOR CORPORATE SECRETARIAL EXECUTIVE

QUALIFICATIONS & EXPERIENCE

1. Professional / Academic Qualifications:

   • Full or partial ICSA / MAICSA qualification, OR a Bachelor’s Degree in Law (LL.B), Business Administration, Corporate Governance, or equivalent.
   • Licensed Company Secretary under Section 241 of the Companies Act 2016 (MIA / MAICSA / SSM Practising Certificate holder) is a distinct advantage.

2. Relevant Experience:

   • Minimum 5 years of hands-on corporate secretarial experience, preferably within a corporate service firm or professional secretarial practice managing a diversified client portfolio. (Candidates with 3–4 years of strong, independent practice experience will be evaluated on merit).

3. Language Proficiency:

   • Excellent command of written and spoken English and Bahasa Malaysia. Fluency in Mandarin (written/spoken) is an added advantage to liaise with regional client stakeholders.

TECHNICAL PREREQUISITES & COMPLIANCE

• Regulatory Expertise: Deep understanding of the Companies Act 2016, Companies Regulations 2017, and relevant regulatory directives/guidelines issued by the Companies Commission of Malaysia (SSM).
• SSM Digital Platform Mastery: Fully proficient in navigating SSM’s new Corporate Registry System (CRS) (which replaces MyCoID/e-Secretary), MBRS (Malaysian Business Reporting System) for annual returns/financial statements, and SSM4U user access management.
• AML/CFT Compliance & SOPs: Proficient in executing firm-level AMLA (Anti-Money Laundering & Counter Financing of Terrorism) Risk Assessments, Customer Due Diligence (CDD / KYC) onboarding procedures, and maintaining institutional compliance SOPs.
• Beneficial Ownership (BO) Framework: Thorough understanding of the SSM Beneficial Ownership Reporting Framework and Practice Directives for identifying, verifying, and registering Ultimate Beneficial Owners (UBOs).

JOB SCOPE & CORE RESPONSIBILITIES

1. Governance & Portfolio Management

• Manage an assigned portfolio of local and foreign private companies (Sdn Bhd), Companies Limited by Guarantee (CLBG), or public entities, ensuring strict compliance with statutory deadlines.
• Draft complex Board and Shareholders' Circular Resolutions, notices, agendas, and formal minutes for Board Meetings, Annual General Meetings (AGMs), and Extraordinary General Meetings (EGMs).
• Attend Board, Committee, and Members' Meetings to record proceedings and advise the Board on meeting procedures and governance protocols.

2. Statutory Filings & Portal Administration

• Prepare, execute, and lodge statutory filings, incorporations, charges, and company information updates via SSM’s Corporate Registry System (CRS).
• Oversee statutory lodgements of Annual Returns and Financial Statements via MBRS.
• Execute share and capital disclosures in accordance with SSM Practice Directives (e.g., PD 11/2026 data submissions).
• Ensure statutory registers, minute books, constitutional documents, and corporate records are systematically maintained.

3. AMLA, Risk Compliance & SOP Architecture

• SOP Design & Framework Policy: Design, draft, and implement the firm’s internal AMLA / CFT Policy Document & Standard Operating Procedures (SOPs) in strict alignment with Bank Negara Malaysia (BNM) Policy Documents and SSM Guidelines for Reporting Institutions.
• Institutional Risk Assessment (IRA): Establish institutional risk-scoring matrices and Customer Due Diligence (CDD / KYC) workflows for client onboarding, ongoing monitoring, and periodic risk profiling.
• Beneficial Ownership (BO) Governance: Develop verification protocols to trace complex corporate ownership structures, identify Ultimate Beneficial Owners (UBOs) / Senior Management under the Companies Act 2016, and manage BO Register compliance.
• Audit Readiness & Regulatory Liaison: Maintain the firm’s master AMLA compliance registers, manage internal compliance audits, and act as the principal point of contact for compliance reviews, inspections, or inquiries from SSM or BNM.

4. Stakeholder & Advisory Management

• Act as a direct advisory point of contact for clients, board members, auditors, tax agents, legal advisors, and regulatory bodies (SSM, LHDNM, Bank Negara Malaysia).
• Guide clients through corporate actions, including share allotments, transfers, capital reductions, constitutional amendments, and strike-off procedures.
• Mentor and review the work of junior secretarial staff and interns to ensure technical accuracy and quality control.