Executive/Assistant Manager, Corporate Services

About the role

We are looking for a detail-oriented and organized Executive / Assistant Manager to join our Corporate Services team. You will be responsible for handling day-to-day corporate secretarial duties and general administrative matters of our group of companies , assisting with the digitisation of records, ensuring compliance with applicable statutory and regulatory requirements, and liaising with key stakeholders including directors, internal teams and external service providers. Additionally, you will also provide general administrative support across the office when required.

Key Responsibilities

Corporate Secretarial Duties:

• Draft and prepare board and shareholders' resolutions, and other corporate documents.
• Handle statutory filings and submissions with regulatory bodies including ACRA, and monitor applicable statutory filing deadlines.
• Maintain and update statutory registers, including the Register of Registrable Controllers, Register of Nominee Directors, and Register of Nominee Shareholders, as well as minute books, and other corporate records.
• Assist with annual corporate compliance matters, including Annual General Meetings and filing of Annual Returns.
• Assist with the organisation and administration of Board and shareholders' meetings, including preparing and circulating meeting materials, attending meetings as required, and preparing accurate minutes of such meetings.
• Assist with corporate actions and changes, including incorporation and striking off of companies, appointment and cessation of directors and company secretaries, changes in share capital, allotments and transfer of shares, and other corporate restructuring matters as required.

Filing & Record Digitization:

• Assist with clearing and organising the existing filing backlog, ensuring all physical corporate records are systematically sorted and archived.
• Lead and assist with the digitalisation and scanning of physical records into a secure electronic document management system to improve accessibility efficiency, and data security.
• Establish and maintain standardised electronic naming conventions and filing protocols.

Stakeholder Liaison:

• Liaise with directors, management, and internal teams regarding corporate secretarial matters.
• Coordinate with external corporate secretarial service providers, auditors, legal counsel, and other professional advisers as required.

Administrative Support:

• Provide general administrative and operation support to the team to ensure smooth daily office workflows.
• Assist with document management, scheduling, and other ad-hoc administrative task as assigned.

Key Requirements:

• Minimum 2 years of hands-on corporate secretarial experience in a professional services firm or in-house environment.
• Good knowledge of Singapore corporate secretarial practices and ACRA filing requirements.
• Experience in both physical and electronic document management is a must.
• Excellent interpersonal and communication skills, with a good command of written and spoken English.
• Minimum Diploma in a relevant discipline. Relevant professional qualifications, including ISCA or CSIS qualifications, or progress towards such qualifications, would be an advantage.
• Highly organised, meticulous and able to work independently, tech-savvy with digital document systems, and with good attention to detail and the ability to manage multiple priorities, and deadlines effectively. Comfortable with electronic document management systems and digitalisation of records.