Manager, Company Secretarial

The Manager, Company Secretarial, holds a senior-level role responsible for overseeing and managing various aspects of corporate governance, legal compliance, and administrative functions related to the company's board of directors, shareholders, and regulatory requirements. This position involves a higher level of responsibility, decision-making, and leadership within the company secretarial department.

**Key Responsibilities**:
Corporate Governance Leadership:

- Lead the planning, coordination, and execution of board meetings, committee meetings, and annual general meetings.
- Collaborate with senior management and board members to establish meeting agendas and ensure effective meeting preparation.
- Review and approve meeting minutes, resolutions, and other documentation for accuracy and compliance.

Legal Compliance Oversight:

- Stay updated with evolving laws, regulations, and corporate governance standards, ensuring the company's adherence to these requirements.
- Provide guidance on legal matters, contracts, agreements, and regulatory changes to internal teams and stakeholders.
- Lead the drafting and review of complex legal documents and agreements.

Corporate Records Management:

- Oversee the meticulous maintenance of statutory records, registers, and documentation, ensuring they are complete, accurate, and well-organized.
- Implement secure and efficient systems for record storage and retrieval as required by law.

Board Support and Strategic Direction:

- Provide expert guidance to directors on governance practices, regulatory compliance, and board effectiveness.
- Develop and enhance board orientation materials, board packs, and presentations to facilitate informed decision-making.
- Collaborate with senior management to implement strategic initiatives aligned with corporate governance goals.

Board Meeting Coordination:

- Take the lead in planning and organizing board meetings, committee meetings, and general meetings.
- Prepare meeting agendas, collate relevant documents, and distribute materials to attendees.
- Attending meetings, recording minutes, and preparing accurate and timely minutes and resolutions.

Regulatory Liaison and Reporting:

- Interface with regulatory authorities, government agencies, and external consultants, ensuring timely and accurate compliance filings.
- Prepare and oversee the submission of regulatory documents, disclosures, and reports.

Shareholder Engagement:

- Manage communication with shareholders, addressing inquiries, and handling routine shareholder-related matters together with the share registrar.
- Supervise the preparation and distribution of shareholder-related communications, notices, and proxies.
- Ensure the accurate maintenance of the shareholder register and prompt updates as needed.

Corporate Policies and Procedures Management:

- Contribute to the formulation and refinement of corporate governance policies, ensuring alignment with industry standards and best practices.
- Monitor adherence to company policies, recommending updates as required, and promoting a culture of compliance.
- Develop an annual secretarial compliance calendar for public listed companies and non-public listed companies.

Leadership and Team Management:

- Provide guidance, mentorship, and oversight to junior team members within the company secretarial department.
- Foster a collaborative and efficient work environment that supports professional growth and development.
- To work closely with the Department Head in ensuring the smooth operation of the department as a support function within the Group.
- Manage the administrative and daily work efficiently and support continuity of the department functions in the absence of the Department Head.

**Qualifications and Skills**:

- Bachelor's degree in Business Administration, Law, or a related field. Legal qualifications are a plus.
- 5 years’ experience in a company secretarial role with experience handling secretarial matters for public listed companies in Malaysia.
- Substantial experience in a company secretarial role, legal, or corporate governance position.
- In-depth knowledge of corporate governance principles, company law, and regulatory frameworks.
- Exceptional organizational abilities, attention to detail, and a strategic mindset.
- Excellent communication, presentation, and interpersonal skills.
- Proficiency in using office software and document management systems.
- Strong leadership skills, including the ability to manage and mentor a team.
- Demonstrated ability to maintain confidentiality and handle sensitive matters with discretion.

The Manager, Company Secretarial, plays a pivotal role in shaping the company's governance landscape, driving compliance, fostering effective communication with stakeholders, and contributing to the organisation's long-term success.

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