Executive, Corporate Secretarial

Responsibilities

• Assist in organising meetings of Board, Board Committees, Management Committees and Shareholders.
• Call attendees on confirmation of meeting dates and follow-up on their attendance.
• Assist to draft notices and covering memo.
• Compile documentation for meetings and follow up on co‑ordination work.
• Prepare hard copy of board papers.
• Handle meeting logistics including arranging of refreshments.
• Prepare simple resolutions.
• Circulate secretarial documents for signature, keep track and file duly signed documents in minutes books, SSM file etc.
• Take charge of annual returns of designated companies on a timely manner and ensure accuracy of information therein by verifying with custodian of such information.
• Ensuring directors fees are paid out according to directors fees matrix in a timely fashion by liaising with relevant persons in charge.
• Liaise with external auditors and internal requests for audit of secretarial files and documents.
• Handle any ad‑hoc tasks assigned.
• Assist in role as custodian of title deeds by keeping master list of titles up‑to‑date, file title request deeds and title deeds in possession.
• Administer all incoming telephone calls, mails and dispatch of documents.
• Assist to draft and type correspondences.
• Prepare summary payments of all requisitions and submit to accounts department.
• Organise, record, update and manage documents and files ensuring safe retention of the documents and easy retrieval of these documents when required.
• Monitor Division’s office supplies and ordering replacements.
• Update requisition from time‑to‑time to ensure completeness.
• Assist Head of Division in claims and training.

Qualifications

Interested candidates are invited to submit their CVs to the email address provided below.

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