Assistant Vice President, Company Secretarial (GETB)

Job Description - Assistant Vice President, Company Secretarial (GETB) (240001MV)

Job Number:

240001MV

Job Purpose:

Reporting to the Head of Division, the incumbent will be responsible for the company’s corporate secretarial duties, which include the following key responsibilities and qualifications:

The Job:

• Ensure compliance with all relevant statutory requirements related to corporate secretarial matters.
• Provide on-the-job technical and administrative support, working closely with the Head of Division and other divisions within the company.
• Act as a Joint Company Secretary for the company.
• Organise and facilitate board meetings, board committee meetings, and shareholder meetings, including preparing agendas, notices, and resolutions. Ensure timely circulation of relevant papers and ensure that meetings are properly organised, convened, and recorded in accordance with the provisions of the Constitution and the Companies Act 2016.
• Maintain and update secretarial and statutory records (e.g., statutory forms, minutes, resolutions, important and confidential documents, etc.) in compliance with the Companies Act 2016.
• Prepare and submit statutory returns, including annual returns, to relevant authorities (e.g., Companies Commission of Malaysia (CCM)) and ensure all statutory documents are submitted in a timely manner.
• Draft Members’ Circular Resolutions and Directors’ Circular Resolutions.
• Advise Directors on their roles and duties under the Companies Act 2016, the Constitution and JVA as well as Bank Negara Malaysia (BNM) guidelines.
• Provide administrative support related to the Board of Directors, including arranging training and development programs for the Board and assisting with the preparation of Board remuneration, following the shareholder approval.
• Provide advice on secretarial matters related to company laws and regulations.
• Maintain effective and efficient communication with the Board, various Heads of Division (HODs), business units, and shareholders. Ensure the communication of Board and Board Committees’ decisions and disseminate relevant information to business units and other stakeholders as directed.
• Ensure best practices in corporate governance in all matters related to the Board and the company.
• Safeguard the company’s interests at all times.
• Prepare and maintain secretariat manuals and Standard Operating Procedures (SOPs).
• Perform any other responsibilities and duties as directed by the Head of Division.
• Take accountability in considering business and regulatory compliance risks and takes appropriate steps to mitigate the risks.
• Maintain awareness of industry trends on regulatory compliance, emerging threats and technologies in order to understand the risk and better safeguard the company.
• Highlight any potential concerns /risks and proactively share best risk management practices.

Our Requirements:

• Qualified Company Secretary, Bachelor of Laws (LLB), or equivalent degree/discipline.
• Minimum of 10 years’ working experience in company secretarial functions.
• Well-versed in the provisions of the Companies Act 2016, CCM Act, and other relevant regulatory acts, laws, and guidelines, as well as corporate secretarial practices.
• Competent in Company Secretarial Best Practices, Legal Best Practices, Operational Knowledge, and Product Knowledge.
• High level of integrity, takes accountability of work and good attitude over teamwork.
• Take initiative to improve current state of things and adaptable to embrace new changes.