Secretarial Manager

About the role

This position provides in-house Company Secretarial services to all subsidiaries of the Group of Companies. The position is responsible for ensuring that the company and its subsidiaries comply with all statutory and regulatory requirements, maintaining accurate statutory records, and providing professional secretarial support to the Board and management. The Senior Executive – Secretarial is also the focal person to provide administrative support to the external Company Secretary appointed to handle several active companies within the Groups.

Key responsibilities

• Assist in implementing and monitoring good corporate governance practices across the Group and provide advice and support to management and directors on secretarial, corporate, and compliance matters
• Prepare and review secretarial documents such as Directors' Circular Resolutions (DCR), Members' Circular Resolutions (MCR), statutory forms, dividend warrants, and ensure formal decisions and business transactions are properly documented
• Ensure compliance with the Companies Act 2016, Bursa Malaysia Listing Requirements, and other relevant laws and regulations
• Prepare, coordinate and ensure timely submission of materials for announcement to Bursa and lodge statutory forms, annual returns, and other required filings with the Companies Commission of Malaysia (SSM)
• Maintain and update statutory registers, minutes books, and corporate records for the company and its subsidiaries
• Arrange and coordinate Board meetings including Board of Directors' Meeting, Audit Committee Meeting, Risk Management Meeting and Nomination & Remuneration Committee Meeting
• Prepare yearly meeting schedules and coordinate with board members on their availability
• Organise and coordinate the preparation and circulation of notices, agendas, and meeting papers and ensure proper logistic arrangements
• Attend meetings to record minutes and ensure proper documentation of Board decisions and resolutions
• Arrange and coordinate Annual General Meetings and Extraordinary General Meetings for shareholders

About you

• Degree in Business / Corporate Administration
• 5 years' experience in corporate secretarial work, preferably in a corporate or group environment
• Strong working knowledge of the Companies Act 2016 and SSM requirements
• Familiar with electronic submission systems such as MyCOID and MBRS
• Proficient in drafting minutes, resolutions, and other statutory documents
• Excellent written and verbal communication skills in English and Bahasa Malaysia
• Strong organisational skills, with attention to detail and accuracy
• Ability to handle confidential information with discretion
• Proactive, resourceful, and capable of working independently with minimal supervision
• Strong teamwork and interpersonal skills

Benefits

• Free parking
• Health insurance
• Meal provided