Corporate Secretarial Team Assistant Manager

External Client Management

• Liaise with clients and proactively resolve their issue or advise them on their requests in timely manner.
• Understand and keep up to date with all relevant Acts & Regulations and to ensure compliance.
• Maintain a current and up-to-date knowledge of corporate governance requirements, trends, and key matters.
• Administrative support to the Company Secretary in organising the board of directors’ and shareholders’ meetings including preparing and dissemination of notices/ agendas, board/ shareholders papers, reports, drafting and preparation of minutes and resolutions.
• Ensure all decisions of the board of directors and shareholders are accurately and appropriately recorded in the minutes of the meetings and resolutions.
• Work independently and be the key point of contact for the clients under your portfolio.
• Develop, build, and maintain strong relationships with clients under your portfolio.
• Provide guidance and solution to team members in solving issues in solving challenging, particularly in high-pressure situations.
• Reviewing, drafting, and amending Constitutions for clients as required.
• Prepare statutory forms, annual return, and all other forms for clients under your portfolio in accordance with Companies Act 2016 for submission to Companies Commission of Malaysia (“SSM”) via MyCoid, MBRS and other SSM portals.
• Follow up the audit reports for submission to SSM on time.
• Ensure proper submission & maintenance of statutory return as required by the Companies Act 2016.
• Assist in coordinating and submission of documents to SSM.
• Send reminders and correspondence to clients under your portfolio ensure comply with the statutory deadline.

Internal Team Management

• Supervise and lead a team of senior and junior secretarial staff.
• Provide guidance, mentorship, and training to team members.
• Working closely with the HOD and liaising with top management to drive departmental goals.
• Plan, execute and manage project assigned such as implementation of software applicable to the company secretarial team or any other relevant initiatives drive to the department's success.
• Identify skill gaps among Company Secretarial team members and propose long-term solution to improve overall team performance and client satisfaction.
• Identify and implement areas of improvement to enhance efficiencies and productivity in team processes.
• Provide inputs and guidance to other departments when required.
• Assist the HOD / Manager to plan and manage workload distribution among secretarial staff.
• Collaborate with other departments, providing guidance when required to ensure smooth operations.
• Take ownership of workload distribution among secretarial staff, ensuring balanced task allocation.
• Refine and establish Standard Operating Procedures (SOP) within internally and in line with compliance requirements and the Registrar’s regulations, ensuring continuous updates and adjustments to reflect any changes from time to time.
• Support the Company Secretary as and when works are assigned.

Requirements

• ICSA, MACS, LS or Bachelor of Corporate Administration.
• At least 4 years of relevant experience in company secretarial tasks and 2 years managerial/team lead role
• Well versed in Companies Act, 2016.
• Possess good written and verbal communication skills in English and Bahasa Malaysia.
• Ability to communicate in Mandarin (both spoken and written) would be an added advantage.
• Able to work under stringent deadlines and manage multiple priorities
• Responsible and mature character.
• Good inter-personal and communication skills with positive attitude.
• Good leadership and managerial skills
• Able to work independently