Company Secretary Assistant | Johor Bahru | JA

Job Summary The Company Secretary Assistant supports the Company Secretary in ensuring that the company complies with statutory and regulatory requirements, maintains corporate governance standards, and adheres to proper administrative processes. This role involves maintaining corporate records, preparing board meeting materials, filing necessary documents with regulatory authorities, and assisting in the administration of the company’s legal obligations. Key Responsibilities 1. Corporate Governance & Compliance • Assist in ensuring compliance with relevant regulations and statutory requirements, including the Companies Act. • Maintain up-to-date records of statutory books, registers, and documentation. • Help prepare and submit documents to regulatory bodies such as the Registrar of Companies (ROC). • Monitor filing deadlines and ensure timely submission of annual returns and other statutory filings. 2. Board & Committee Meetings • Assist in preparing and distributing notices, agendas, and meeting materials for Board of Directors, committee meetings, and Annual General Meetings (AGM). • Help with minute-taking during meetings and ensure accurate documentation of resolutions and discussions. • Assist with follow-up actions from Board and committee meetings. 3. Document Management & Filing • Maintain and update company registers such as registers of directors, members, charges, and secretaries. • Organize and safely store key corporate documents and contracts. • Ensure proper filing of minutes, resolutions, and other critical records. 4. Shareholder & Stakeholder Relations • Assist in preparing shareholder communications, including notices for meetings and dividends. • Help manage shareholder queries and ensure proper communication of corporate actions. 5. General Administrative Support • Provide administrative support to the Company Secretary, including drafting correspondence, reports, and meeting documentation. • Assist in organizing company events such as AGMs and EGMs. • Coordinate with external advisors such as auditors, legal professionals, and consultants when needed. Requirements • Diploma/Degree in Business Administration, Law, or a related field. • Minimum 1-2 years of experience in a corporate secretarial role or relevant experience in administration or corporate governance. • Strong organizational and time-management skills. • Excellent communication and interpersonal skills. • Proficient in Microsoft Office (Word, Excel, PowerPoint). • Detail-oriented with the ability to handle sensitive information. • Knowledge of corporate governance principles and regulatory requirements (e.g., Companies Act). • Familiarity with company secretarial software such as Superior Comsec Software will be an advantage • Experience in liaising with regulatory bodies such as ROC. • Ability to handle multiple tasks under tight deadlines.