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Senior Executive Secretarial
2 weeks ago
Job Summary
This position provides an in-house Company Secretarial services to all subsidiaries Group of Companies. The position is responsible for ensuring that the company and its subsidiaries comply with all statutory and regulatory requirements, maintaining accurate statutory records, and providing professional secretarial support to the Board and management.
The Senior Executive – Secretarial is also the focal person to provide administrative support to the external Company Secretary appointed to handle several active companies within the Groups.
Principal Accountabilities
Corporate Governance and Advisory Support
o Assist in implementing and monitoring good corporate governance practices across the Group.
o Provide advice and support to management and directors on secretarial, corporate, and compliance matters.
o Ensure the company's Constitution and internal policies are adhered to in all corporate actions.
o Prepare/review secretarial documents such as Directors' Circular Resolutions (DCR), Members' Circular Resolutions (MCR), statutory forms, dividend warrants, etc. whenever required to ensure that formal decisions and business transactions concerning the company are properly documented.
Statutory and Regulatory Compliance
o Ensure compliance with the Companies Act 2016, Bursa Malaysia Listing Requirements (where applicable), and other relevant laws and regulations.
o Prepare, coordinate and ensure timely submission of materials for announcement to Bursa.
o Prepare, review, and lodge statutory forms, annual returns, and other required filings with the Companies Commission of Malaysia (SSM).
o Maintain and update statutory registers, minutes books, and corporate records for the company and its subsidiaries.
Board Meeting Administration
Arrange and coordinate meetings involving the Board of Directors which include Board of Directors' Meeting, Audit Committee Meeting, Risk Management Meeting and Nomination & Remuneration Committee Meeting, to ensure availability of all directors on specified meeting dates:
o Prepare a yearly meeting schedule for circulation to respective board members at the start of every new financial year to enable board members to plan their schedules ahead.
o Coordinate with board members on their availability for any change/setting of meeting dates.
o Organise and coordinate the preparation and circulation of notices, agendas, and meeting papers.
o Ensure proper logistic arrangements which include parking, food, seating arrangement, etc.
o Attend meetings to record minutes and ensure proper documentation of Board decisions and resolutions.
o Monitor follow-up actions arising from Board and Committee meetings.
AGM / EGM Administration
Arrange and coordinate the Annual General Meeting and Extraordinary General Meeting for the shareholders of PICORP as required for public listed company:
o Coordinate the preparation and printing of Circular.
o Ensure the Circular are circulated to shareholders at least 21 days before the AGM/EGM.
o Ensure the Notice of AGM/EGM is advertised in a nationwide newspaper.
o Call for AGM Committee meeting.
o Ensure proper logistic arrangements which include proxy forms, booking of rooms, room set-up, parking, food, backdrop, etc.
Corporate Exercises and Liaison
o Assist in corporate exercises such as incorporation of subsidiaries, changes of directors, share transfers, restructuring, or dissolution.
o Liaise with external parties including external company secretary, auditors, solicitors, regulatory authorities, and corporate service providers.
Lodgement of Annual Report (AR)
Draft and coordinate the preparation of AR to ensure timely announcement to Bursa and timely circulation to the shareholders by:
o Liaise and coordinate with respective AR sections – Group Corporate Comm, Group Strategy Unit, Group Risk and Finance.
o Ensure draft AR is reviewed by Group CEO, CFO, external Co Sec and external auditors.
o Ensure timely approval of draft AR by the Board of Directors.
o Ensure on-time submission of AR to Bursa and delivery to the mailer.
Record Management and Confidentiality
o Maintain proper custody/filing of statutory documents, the company seal, and other confidential records.
o Ensure accuracy, timeliness, and confidentiality in handling corporate documentation and correspondence.
Enrolment of Directors' and Company Secretaries' Training Programs
Arrange for all board of directors of PICORP and Company Sectaries to attend training/talk/seminar as required under the Corporate Governance:
o Ensure adequate allocation for training programs is included in Budget planning.
o Provide various topics of training for the directors' & Co Sec selection.
o Secure the necessary approvals via the Training Nomination Form.
o Coordinate payment and registration of training.
Directors' Remuneration
o Ensure adequate allocation for directors' remuneration is included in annual Budget planning.
o Coordinate with Management on the payment schedule and disbursement of directors' fees and allowances.
o Prepare and circulate EA forms to directors in a timely manner.
o Maintain updated personal file.
To perform ad-hoc duties as instructed by the superior from time to time.
Job Specification:
- Degree in Business / Corporate Administration
- Minimum 5 years' experience in corporate secretarial work, preferably in a corporate or group environment.
- Strong working knowledge of the Companies Act 2016 and SSM requirements.
- Familiar with electronic submission systems such as MyCOID and MBRS.
- Proficient in drafting minutes, resolutions, and other statutory documents.
- Excellent written and verbal communication skills in English and Bahasa Malaysia.
- Strong organisational skills, with attention to detail and accuracy.
- Ability to handle confidential information with discretion.
- Proactive, resourceful, and capable of working independently with minimal supervision.
- Strong teamwork and interpersonal skills.
