Corporate Secretarial

1 week ago

Kuala Lumpur, Kuala Lumpur, Malaysia Vistra Full time

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 Kuala Lumpur, 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:

  1. To attend meetings independently whenever required.
  2. To ensure strict adherence to internal policies/SOPs by team members.
  3. Identifying and highlighting potential risks to Senior Managers and Directors and recommending necessary action when necessary.
  4. Ensure timely billing (including the capture of all OPEs incurred) and collections.
  5. Ensure best practices of corporate governance and compliance with statutory/regulatory requirements.
  6. To ensure all clients' documents and records are properly filed in the statutory records as well as performing proper housekeeping of clients' records.
  7. To participate in recruitment interviews and exercises.
  8. To conduct or facilitate training when required.
  9. Meeting potential clients and preparing proposals and quotations for new projects.
  10. Providing timely dissemination of information and messages from Senior Management to team members.
  11. Supporting Senior Manager and Directors in their absence.
  12. To ensure formal acknowledgment of client's requests, queries, correspondences within 24 hours and revert with answers no later than 2 working days.
  13. Any other tasks assigned by Management.

Associate Director/Director (C1/C2)

  1. Participate in meetings when required to ensure seamless communication and alignment on key matters.
  2. Foster a culture of excellence by ensuring team members adhere to internal policies and SOPs.
  3. Proactively identify potential risks, provide thoughtful recommendations, and take appropriate actions to support business growth.
  4. Oversee timely and accurate billing, including capturing all OPEs incurred, while ensuring efficient collections.
  5. Promote best practices in corporate governance and compliance with all statutory and regulatory requirements.
  6. Maintain meticulous organization of clients' documents and records, ensuring proper filing and housekeeping at all times.
  7. Contribute to team growth by participating in recruitment activities and interviews.
  8. Support team development by conducting appraisals, recommending rewards, and contributing to cross-appraisal exercises when needed.
  9. Lead or facilitate training sessions to empower team members and build their skill sets as required.
  10. Communicate the Company's strategies, policies, and aspirations effectively to the team to foster alignment and engagement.
  11. Build relationships with potential clients by preparing compelling proposals and quotations to meet their needs.
  12. Ensure timely and clear communication of Senior Management updates and messages to team members.
  13. Provide valuable assistance and support to Directors during their absence to maintain operational continuity.
  14. Respond to clients' requests, queries, or correspondences promptly—acknowledge receipt within 24 hours and provide answers within two working days.
  15. Embrace and undertake any other tasks assigned by Management to contribute to the Company's success.

Key Requirements:

  1. Knowledge in Companies Acts, Bursa Malaysia Listing Requirements, CS Guidelines, and other related laws and regulations.
  2. Must possess good communication skills, analytical and problem-solving skills.
  3. Good command of both spoken and written English. Proficiency in Mandarin is an added advantage.
  4. Familiar with filing of statutory forms and Companies Acts.
  5. Able to work independently as well as a good team player.
  6. Good interpersonal skills and able to work as a team.
  7. Good sense of urgency and able to work under pressure.
  8. Able to identify and demonstrate clear comprehension of customers and organizational needs.
  9. Manager (B1): Must have at least 6-7 years relevant working experience in corporate secretarial.
  10. Senior Manager (B2): Must have at least 8-9 years relevant working experience in corporate secretarial.
  11. Associate Director (C1): Must have at least 9 years relevant working experience in corporate secretarial. An Affiliate Member of The Malaysian Institute of Chartered Secretaries and Administrators ("MAICSA") and is a Licensed Secretary by Suruhanjaya Syarikat Malaysia (SSM).
  12. Director (C2): Must have at least 10 years relevant working experience in corporate secretarial. An Affiliate Member of The Malaysian Institute of Chartered Secretaries and Administrators ("MAICSA") and is a Licensed Secretary by Suruhanjaya Syarikat Malaysia (SSM).

Company Benefits:

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

  1. Opportunity for career advancement and regional working exposure.
  2. Training and development.
  3. Hybrid working arrangement.
  4. Medical, dental, optical coverage.
  5. Study leaves and professional membership coverage.
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