Corporate Secretarial Executive

Role Summary

We are looking for a Corporate Secretarial Executive on a one year contract basis. This role has the potential for full time conversation subjected to business needs and job holder's performance.

Board and Committee Meeting Support:

• Co-ordinate and manage end-to-end meeting logistics including:
• Directors’ availability checks, room bookings, IT setups (Team/Zoom invites), attendance sheets and seating plans and uploading meeting materials to Share Point
• Disseminate meeting materials to other attendees and arrange printing of board papers for directors upon request
• Plan the annual schedule of Board and Board Committee meetings
• Manage fixed dates and calendar invites for Board Retreats and strategic meetings

Annual General Meeting (AGM) Support

• Assist in the preparation of AGM-related documents including:
• Annual Report sections (Directors’ Statement, CG Statement, Shareholding information)
• Notice of AGM, proxy forms, and supporting circulars
• Coordinate AGM logistics including liaison with internal stakeholders and external service providers
• Support AGM and post-AGM matters:
• Manage shareholder requests (e.g., printed annual reports)
• Assist with meeting documentation and post-AGM follow-ups

ACRA Filings & Statutory Compliance

• Prepare and file Annual Returns within statutory deadlines
• Support the preparation and circulation of Directors’ Resolutions using standard templates (including via DocuSign)
• Handle routine ACRA filings, including:
• Changes in directors/officers/registered office
• Share capital updates
• XBRL financial statement submissions
• Maintain accurate statutory records and registers

Corporate Secretarial Administration

• Maintain proper and orderly filing systems for corporate secretarial records
• Support requests for corporate document (e.g., certified true copies, constitutions)

Subsidiary Compliance Support

• Assist with AGM documentation and Annual Return filings for subsidiaries
• Ensure accurate and timely preparation of corporate secretarial documents
• Prepare standard Directors’ Resolutions for routine approvals
• Manage Know Your Customer (KYC) processes, incorporations, liquidations and bank signatory changes
• Respond to corporate document requests, including certifications of constitutions

Malaysia Entities

• Facilitate and coordinate corporate secretarial matters between Singapore and Malaysia entities
• Draft Directors’ Resolutions, Annual Returns and Financial Statements
• Support routine statutory compliance using standard resolution templates and liasing with the Malaysia Corporate Secretarial Agent

Digital Enablement and AI Applications (Governance & Compliance)

• Apply knowledge of AI and digital tools to support corporate secretarial functions, including :
• Automating monitoring and tracking of statutory and regulatory deadlines (eg. AGM, Annual Returns, filings)
• Supporting workflow efficiencies through document automation, version control and approval tracking
• Leveraging digital tools to enhance accuracy, timeliness and governance oversight

Others

• Perform other duties as assigned including ad-hoc work exigencies that may arise as required by the reporting officer

Qualifications & Experience

• Diploma or Degree in Corporate Secretarial Practice, Law, Business Administration, Accountancy or a related discipline
• Minimum 1 - 2 years of relevant experience in corporate secretarial or governance support, preferably in a listed company environment
• Prior experience supporting Board and Committee meetings and handling AGM processes is preferred

Technical Knowledge

• Good understanding of Singapore Companies Act, ACRA filing requirements, and corporate governance practice
• Familiarity with XBRL filing, Annual Returns, and statutory compliance obligations
• Experience using corporate secretarial software, DocuSign, and Microsoft Office tools (Word, Excel, PowerPoint, Teams, SharePoint)

Skills & Competencies

• Strong organisational and project coordination skills with the ability to manage multiple timelines and stakeholders
• High level of attention to detail and accuracy in documentation and filings
• Good written and verbal communication skills, with the ability to interact professionally with senior stakeholders including Directors
• Ability to handle confidential information with discretion and integrity
• Proactive, resourceful, and able to work independently as well as in a team

Digital & AI Capabilities

• Familiarity with digital tools and automation workflows (e.g., document management systems, workflow tracking tools)
• Basic understanding or exposure to AI applications in administrative or compliance functions is an advantage
• Ability to leverage technology to improve efficiency, tracking, and reporting processes

Other Attributes

• Strong sense of responsibility and accountability
• Able to work under pressure and meet tight statutory deadlines
• Meticulous, adaptable, and responsive to changing business needs