Corporate Secretary Associate

Job Summary:

The Corporate Secretary is responsible for providing Corporate Entity Management (CEM) advice, support, and services to designated Geounits. The role ensures the smooth, timely, and efficient execution of CEM activities while maintaining compliance with global policies, standards, best practices, and applicable local laws and regulations.

The Corporate Secretary works closely with Corporate Entity Team Manager, Product Lines, and other Legal Department stakeholders to ensure accurate corporate governance, proper record-keeping, regulatory compliance, and effective corporate structuring within the territory of responsibility.

Key Responsibilities:

• Provide corporate related support to Product Lines and Geounits on Corporate Entity Management (CEM) matters
• Support corporate restructuring initiatives and entity lifecycle activities (share transfers, liquidations, dissolutions)
• Ensure compliance with local laws, regulations, and local content requirements
• Ensure timely preparation, filing, notarization, and submission of corporate documents to local authorities
• Conduct corporate health checks to ensure accuracy and completeness of corporate data
• Maintain accurate and up-to-date corporate records in CODA and ONIT
• Prepare, update, and manage shareholder and board resolutions and governance templates
• Ensure proper storage and filing of minutes, resolutions, and corporate documents
• Maintain director and officer appointments and manage powers of attorney
• Oversee proper use of CEM systems and ensure data consistency across platforms
• Process requests via the global legal ticketing system in accordance with SOPs
• Provide CEM-related training and maintain training materials and corporate calendars

Education and Qualifications:

• Degree: Bachelor’s degree in Corporate Administration
• Professional Qualification: Partially qualified or a recent graduate of a recognized chartered body (such as the Chartered Governance Institute/ICSA) is highly advantageous.

Key Competencies:

• Strong understanding of corporate governance and entity management principles
• Knowledge of local regulatory frameworks and compliance requirements
• Attention to detail and accuracy in record-keeping
• Strong coordination and stakeholder management skills
• Ability to manage multiple jurisdictions and competing priorities
• Proficiency in corporate databases and legal management systems

Experience Requirements

• Years of Experience: Typically, minimum 2 years of experience in a company secretarial role.
• Background: Proven experience in a professional services firm, law firm, or in-house company secretarial department.
• Specialized Knowledge: Demonstrated experience in managing multinational subsidiaries, corporate restructurings, and/or complex share transactions.
• Technology: Proficiency with Microsoft Office (Word, Excel, PowerPoint, SharePoint) and company secretarial software such as Diligent Enterprise.