Corporate Secretarial - All Roles

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It's never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business - to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we're absolutely committed to building a culture where our people can do just that.

We have an exciting opportunity for you to join our team at various levels as Company Secretary where the roles are based in Johor Bahru, Malaysia. This full-time and permanent position offers regional coverage, allowing you to make a significant impact on our Corporate Secretarial department and its growth.

Key Responsibilities:

Associate/Specialist (A1)

• To attend meetings accompanied by Seniors if required.
• Responsible for the timely preparation of AGM Reminders / Documents, Annual Returns, Drafting of Statutory Forms and Documents e.g. Directors’/Members’ Resolutions.
• Maintaining the statutory books i.e. Minutes Books, Registers and other statutory records.
• To prepare and draft announcements to Bursa Malaysia Securities Berhad, arranging and attending Board & Committee meetings, including preparation of notices, meeting papers and drafting of Minutes.
• To ensure timely billing (including the capture of all OPEs incurred) and collections.
• To ensure best practice of corporate governance and compliance with statutory/regulatory requirements.
• To ensure that all clients’ documents/records are properly filed in the statutory records at all times and perform proper housekeeping of clients’ records.

Senior Associate/Senior Specialist (A2)

• Review works prepared by the team to ensure completeness, requests are followed up in a timely manner and completed within scheduled delivery service.
• Coach and train team members to enable them to carry out their roles effectively and efficiently.
• Attending meetings, preparation of AGM Reminders / Documents, Annual Returns, Drafting of Statutory Forms and Documents e.g. Directors’/Members’ Resolutions.
• Maintaining the statutory books i.e. Minutes Books, Registers and other statutory records (if required).
• To prepare and draft announcements to Bursa Malaysia Securities Berhad, arranging and attending Board & Committee meetings, including preparation of notices, meeting papers and drafting of Minutes (if required).
• Oversee the accuracy and timeliness of the corporate secretarial works and deliverables prepared by the team in accordance with client requirements and SLA.
• Manage a team of Assistants and Associates in handling a wide spectrum of corporate secretarial works for various jurisdictions including offshore companies.
• Prepare and update related matters/report as per schedule.
• Be responsive to client’s enquiries for corporate secretarial work and other operational matters.
• Proper planning of engagement to be aware of the needs and provide quality service to Clients.
• Set clear team goals and deadlines with appropriate delegation of tasks.
• Effective reporting and consultation with managers and head of department.
• Ensure quality deliverables, reviewing and approving work of staff prior to delivery of final submission for manager’s final review OR direct to client.
• Assist managers in streamlining effective workflow processes and efficient manpower structure.

Key Requirements:

• Knowledge in Companies Acts, Bursa Malaysia Listing Requirements, CS Guidelines and other related laws and regulations.
• Must possess good communication skills, analytical and problem-solving skills.
• Good command of both spoken and written English. Proficiency in Mandarin is an added advantage.
• Familiar with filing of statutory forms and Companies Acts.
• Able to work independently as well as a good team player.
• Good interpersonal skills and able to work as a team.
• Good sense of urgency and able to work under pressure.
• Able to identify and demonstrate clear comprehension of customers and organizational needs.
• Associate/Specialist (A1): Fresh graduate in corporate administration, laws, ICSA or related background or min 1 year experience in corporate secretarial field.
• Senior Associate/Senior Specialist (A2): Minimum 3 years relevant working experience in corporate secretarial fields with reviewing experience. Senior Associate will require experience in handling public listed company.
• Assistant Manager/Team Lead (A3): Minimum 6 years relevant working experience in corporate secretarial fields with reviewing experience, client, and people management experience.

Company Benefits:

At our VISTRA Malaysia office, we believe in putting our employees’ well-being first! We provide:

• Opportunity for career advancement and regional working exposure.
• Training and development.
• Hybrid working arrangement.
• Medical, dental, optical coverage.
• Study leaves and professional membership coverage.

Referral Fee:

• Manager/Senior Manager/Director (B1 & above): RM 3,000
• Associate/Specialist (A1): RM 1,000

• The referral fee is not applicable for non-technical positions such as administrative/clerical, receptionist, dispatch, drivers, general cleaners, fixed-term contract, or internship openings.
• The referral fee is not entitled for Job Grade C employees.
• The referral fee is not entitled if you are referring to prospects for your direct report.

Location:

Johor, MY