Corporate Secretariat Officer

Job title : Corporate Secretariat Officer

DUTIES & RESPONSIBILITIES

This role combines corporate secretariat responsibilities with shareholder relations and legal support. The incumbent supports the Corporate Secretary with governance standards and regulatory requirements, maintains corporate records, manages communication with shareholders, and supports the legal Division in reviewing documents, monitoring compliance, and managing routine legal matters.

The main duties of the Corporate Secretariat Officer shall comprise, amongst others, the following:

Corporate Secretariat

• Support in managing board and committee meeting documentation including agendas, board packs, minutes, and follow-up action tracking.
• Support in the Maintenance of statutory registers, corporate records, and ensure timely regulatory filings.
• Support the drafting and implementation of governance frameworks and procedures.
• Assist in the Coordination of the Annual General Meeting (AGM) and other board-related activities
• Support in ongoing compliance with corporate governance standards and regulatory obligations.

Shareholder Relations

• Serve as one of the primary points of contact for shareholder communication and enquiries.
• Support in managing shareholder records, share registers, share transfers, and dividend documentation.
• Support in the Coordination communication materials such as annual reports, circulars, notices, and disclosures.
• Support shareholder meetings, engagement sessions, and investor-related communications.
• Track and analyze shareholder sentiment and provide reports to the Corporate Secretary.

Legal

• Support the drafting, review, and negotiation of commercial contracts, service agreements, NDAs, and legal correspondence.
• Support in conducting relevant legal research
• Assist with managing external legal counsel and coordinating legal initiatives.
• Monitor compliance with applicable laws, regulations, and internal company policies.
• Support in dispute resolution processes, documentation management, and record retention.
• Ensure legal documents, licenses, and approvals remain current and properly filed. 

COMPETENCIES AND ADDITIONAL REQUIREMENTS

• Strong knowledge of Corporate Governance.
• Shareholding Management skills
• Strong drafting and legal interpretation skills.
• Excellent written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Relationship-building and stakeholder management skills.
• High attention to detail and strong organizational and multitasking abilities.
• Professional, composed, and diplomatic.
• Proactive and able to work independently with minimal supervision.
• Integrity-driven, reliable, and committed to high ethical standards.
• Proficiency in MS Office and document management systems.
• Proficiency in digital tools and demonstrated readiness to work effectively in an AI-enabled environment 

QUALIFICATIONS AND EXPERIENCE:

Applicants shall be holders of:

• Bachelor’s degree in Law, Corporate Governance, or related field.
• Professional certification in Corporate Governance such as Corporate Governance Institute/Institute of Chartered Secretaries and Administrators is an advantage.
• Admitted/qualified to practice law (or in the process) is desirable.
• Minimum 3–5 years of relevant experience in corporate secretariat, legal, or governance roles in a similar organization will be an added advantage.
• Strong understanding of corporate law, governance standards, shareholding frameworks/ relations and regulatory frameworks.
• Previous experience in a similar role, evidenced by career progression and relevant exposure