Legal & Administration Executive Secretary

Company Overview

Network Courier is a leading Singapore courier service provider specializing in bike courier, international parcel delivery, and goods van services for documents and small parcels across local and global markets.

Job Summary

The Legal & Administration Executive Secretary provides executive secretarial, legal, compliance, and administrative support to the Director and the company. The role is responsible for coordinating legal documentation, statutory compliance, government regulatory matters, tax administration, and corporate records while liaising with external legal counsel, accountants, auditors, company secretaries, banks, and government agencies.

Responsibilities

• Deliver comprehensive secretarial support to the Managing Director, managing calendars, appointments, meetings, travel arrangements, and business correspondence to ensure smooth executive operations
• Prepare meeting agendas, minutes, reports, presentations, and official documents with accuracy and confidentiality
• Handle confidential information with strict discretion to protect company interests
• Prepare, review, organize, and maintain contracts, agreements, tenancy agreements, and other legal documents to ensure compliance and accessibility
• Coordinate with external legal counsel on legal documentation, contract reviews, disputes, and other legal matters to facilitate timely resolution and compliance
• Maintain an effective contract management system, monitoring contract renewal and expiry dates to mitigate risks
• Ensure proper filing and safekeeping of legal and corporate records for audit readiness and regulatory compliance
• Monitor and enforce compliance with Singapore laws, regulations, and statutory requirements to uphold corporate governance standards
• Liaise proactively with government agencies including ACRA, IRAS, MOM, CPF Board, Singapore Customs, Enterprise Singapore, and other relevant authorities to manage regulatory submissions and approvals
• Coordinate applications, renewals, licenses, permits, and regulatory submissions to maintain uninterrupted business operations
• Maintain statutory records and ensure timely submission of documents required by government authorities to avoid penalties
• Collaborate with external accountants, auditors, tax consultants, and corporate secretaries on corporate income tax, GST matters, annual filings, audits, and financial documentation to ensure compliance and accuracy
• Prepare and organize documents required for tax assessments, audits, and regulatory reviews to support external reviews
• Maintain corporate governance documentation and company records to support transparency and accountability
• Manage company policies, corporate files, and document control systems to ensure operational efficiency
• Coordinate insurance policies, renewals, and claims to safeguard company assets
• Assist with procurement of office supplies and service providers to support office operations
• Maintain an efficient document management and record retention system to facilitate easy retrieval and compliance
• Support HR administration including work pass documentation and employment-related government submissions as required to ensure workforce compliance
• Perform other duties assigned by Management to support company objectives

Preferred competencies and qualifications

• Diploma or Bachelor's Degree in Law, Business Administration, Corporate Administration, or a related discipline
• Minimum 5 years of experience in executive secretarial, legal administration, corporate administration, or compliance
• Experience dealing with Singapore government agencies and statutory compliance