Corporate Secretary

Montfort Care is a vibrant workplace with a supportive culture where collaboration and camaraderie thrive. Our teams are highly cooperative, and colleagues genuinely care for each other. We celebrate diversity and innovation, united by our three core values: Resonance, Ingenuity and Stronger Together.

Expect a dynamic and fast-paced environment, as we are in an exciting phase of growth. Success here requires adaptability, agility, and the ability to navigate complexity. Our people stay with us because they find a strong sense of purpose and community, enjoying the opportunity to make a tangible difference in people's lives.

We offer a flexible work environment that values the importance of personal and professional growth. With plenty of opportunities for continuous learning and development, Montfort Care is an ideal place for those who want to grow their careers while contributing to meaningful change.

Join us to be part of an amazing team that’s dedicated to making a difference and having fun while doing that!

Job Description

He/she plays a key role to provide end-to-end corporate statutory compliance, and Board secretariat support, ensuring adherence to Charity regulations and ACRA requirements while coordinating Board, AGM, and committee processes.

He/she will also oversee renewal of organisational licenses or certification, legal coordination, ensuring compliance with funding conditions and effective project delivery, supported by outsourced corporate secretarial and legal partners.

JOB RESPONSIBILITIES

Board and Corporate Secretariat

Board & Secretariat Management

• Coordinate all Board and Sub-Committee meetings, including agenda coordination, paper circulation, meeting materials, quorum tracking, minutes, logistics, and follow-ups
• Provide end-to-end secretariat support to the Board and Committees
• Management of Board activities, including registration, invitations, and attendance tracking

 Governance & Board Administration

• Maintain Board registers and records, including member nominations, onboarding, orientation, renewal, and term tracking
• Manage Board member entry/exit processes and update stakeholders (e.g. ACRA, NCSS, Charity Portal)
• Administer annual declarations (e.g. Conflict of Interest, Governance Evaluation Checklist, etc)
• Ensure Board-related governance policies are reviewed and updated

 Regulatory Compliance & Statutory Filings

• Oversee all statutory filings and submissions (e.g. ACRA, Charity Portal), including AGM documentation, IPC submissions/renewals, annual reports, and corporate changes
• Ensure compliance with Charity regulations and governance requirements
• Maintain accurate, complete, and audit-ready corporate records and company files

 Licensing & Certifications

• Manage renewal of organisational licences and certifications to ensure ongoing regulatory compliance

 Legal & Corporate Secretary Coordination

• Coordinate legal review requests with outsourced legal advisors, including scoping issues, preparing briefs, and managing follow-ups
• Act as the key liaison with the external corporate secretary firm and legal panel, ensuring timely filings, compliance support, and alignment on governance requirements
• Support the Board in the advisory and execution of corporate restructuring and transactions, including share-related and capital restructuring activities

 Reporting & Disclosures

• Support the preparation and publication of annual reports, sustainability reports, and regulatory disclosures

 Records & Documentation Management

• Maintain proper filing and documentation of Board papers, minutes, and governance records
• Ensure completeness, accuracy, and traceability of all governance-related documentation

 Corporate Service Secretariat

• Manage Corporate Service Division key activities – Annual Work Plan (AWP), monthly meetings
• Ensure proper maintenance and filing of meeting documentation and post meetings’ follow up

 Team Management

• Lead and manage a team (if required), providing guidance, support, and mentorship to ensure high performance and professional development

Qualification

• Bachelor’s degree in Business Administration, Accounting, Finance, or a related discipline
• ICSA / Chartered Governance Institute (CGQP) qualification (or equivalent professional qualification) is highly preferred

Other Information

Relevant Experience

•  Minimum of 5 years of relevant experience in corporate secretarial or compliance roles; with exposure to corporate governance practices will be an advantage
• Strong knowledge of regulatory requirements, including ACRA, Charity regulations, and relevant governance frameworks
• Experience with non-profit organisations preferred

 Competencies

• Excellent communication (both written and verbal) and interpersonal skills, with the ability to engage effectively with stakeholders at all levels, including board members, executives, and external partners
• Good stakeholder engagement and management, actively seeking input from various stakeholders, and fostering positive relationships with board members, employees, and external partners
• Analytical mindset with the capability to synthesize complex information and make data-driven decisions
• Strong sense of responsibility, accountability, resourcefulness and initiative
• Adaptable and open to change, capable of navigating evolving regulatory environments, emerging sustainability trends, and addressing unexpected challenges
• Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint, or equivalent)

 *Only shortlisted candidates will be notified.

Please note that your application will be sent to and reviewed by the direct employer - Montfort Care