Company Secretarial, Analyst

6 months ago

Kuala Lumpur, Malaysia AIA Full time

At AIA we’ve started an exciting movement to create a healthier, more sustainable future for everyone.
- It’s about finding new ways to not only better people's lives, but to better the communities and environments we live in. Encompassing our ambition of helping a billion people live Healthier, Longer, Better Lives by 2030._
- And to get there, we need ambitious people who believe in playing an important part in shaping that future. People seeking unmatched career and personal growth opportunities, who are driven to work with, and learn from some of the most inspiring and supportive leaders in the business._

Sound like you? Then read on.

About the Role

To assist the Company Secretary (Co. Sec.) in preparing all administrative related works for the department such as preparing and filling of statutory records, maintaining of the statutory book, Certified True Copy (CTC) of statutory records, logistic arrangement and registration of training for the Directors as well as issuing invoice for Directors fees.
- Assist in Transfer of shares certificate splitting of shares
- Prepare documents and assist Co. Sec. in conducting AGM for AIA entities in Malaysia
- Prepare agenda for Board and Board Committee Meeting Support in advising statutory matters and corporate info of the company as and when required
- Giving advice on statutory matters of the company as and when required based on Companies Act 2016, SSM guidelines and Memorandum and Article of Association (M&A)
- Support Co. Sec. in preparing documents in relation to appointment and resignation of Directors, consolidation of shares, Transfer of Shares.
- Handle any changes in the Memorandum and Article of Association (M&A) for for AIA entities in Malaysia
- Assist Co. Sec. in the allotment of new shares and declaration of dividends
- Prepare and maintaining the directors’ shareholding register and register of Directors, register of Members and etc.
- Assist Co. Sec. to ensure that any change in the company’s info should be duly completed in the relevant prescribed forms and lodged within the required period of time without penalty to the company.
- Attend Board meeting, take attendance and note Matters Arising at Board meetings.
- Provide personal administrative support to individual board members when needed.
- Build strong relationship with all Board members.
- Assist Co. Sec. with board board evaluation and training.
- Prepare board papers for board on Co. Sec. related updates.
- Review Board papers from relevant business units and ensuring it meets the proper format and presentation.
- Arrange Directors on barding necessities, access card, ipad, director orientation programme congratulatory bouquet for respective entities.and venue booking and preparation
- To take responsibility to ensure compliance with all statutory regulations and guidelines imposed by CCM.
- Schedule meetings, travel and hotel arrangements for directors for the AIA entities in Malaysia
- To prepare invoice and payment memo for directors’ fees for all Board of Directors.
- Be responsible for the continued Management, update and usage of the Repository for Boardpapers which was developed and launched by Co. Sec. this year including handling all user access requirements, queries and training new users.
- Be responsible for the continued Management, complete and
- Assist in the compiling and uploading of Boardpapers for the Board for AIA entities in Malaysia.
- Preparing CTC of Statutory Forms for AIA entities.
- To compile and assist with the lodgement of statutory records with SSM, BNM and e-stamping.
- Represent the Cosec team to attend the relevant events involving Board as and when required.

Job Requirements:

- Degree holder with any relevant discipline.
- Basic company secretarial knowledge.
- 3-5 years relevant working experience in administration and corporate secretarial practice in AIA.
- Good verbal and written communication skills.
- Interpersonal skills and ability to work with people with all levels such as Directors, Excos and SLTs.
- Ability to work under pressure and multitask.
- The capability to work with numerical info, plus analytical and problem-solving skills.
- Proficient in using MBRS and XBRL tool for lodgments of Annual Return of AIA General Berhad, AIA Pension and Asset Management Sdn. Bhd., AIA Shared Services Sdn. Bhd. and AIA Health Services Sdn. Bhd.
- Proficiency in Microsoft Office Applications such as Microsoft Word and Excel.
- Trustworthy and able to maintain confidentiality with high integrity.
- Build a career with us as we help our customers and the community live Healthier, Longer, Better Lives._

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