Legal Secretary jobs in Singapore

Location: Singapore, Singapore

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

Thales established its presence in Singapore in 1973 to support the expansion of aerospace-related activities in the Asia-Pacific region. Throughout the last four decades, the company grew from strength to strength and is today involved in the primary businesses of Aerospace (including Air Traffic Management), Defence & Security, Ground Transportation and Digital Identity & Security. Thales today employs over 2,100 people in Singapore across all its business areas.

Responsibilities:

Corporate Secretary

• Manage all local corporate secretarial work for a portfolio of about 25 entities incorporated in various Asia countries (i.e. Singapore, Indonesia, Thailand, Malaysia, Vietnam, Philippines, etc.) in compliance with all relevant local laws and regulations.
• Liaise with & give instructions to corporate secretarial agents & other relevant government authorities.
• Monitor deadlines for statutory filings (e.g. annual returns) and ensure compliance with relevant Companies Act.
• Co-ordinate/Liaise with other in-house departments (i.e. tax, finance, treasury) to ensure smooth running of the day-to-day administrative and corporate secretarial related matters.
• Maintain and timely update the secretarial database (e.g. registration certificate, business license certificate).
• Prepare & circulate resolutions, board meetings of directors and shareholders, and ensure timely signing.
• Update any movements and/or changes in the organization (e.g. change of name, registered address, change of directors).
• Prepare & implement automatic resignations in respect of all directors in all entities in South East Asia and Taiwan.
• Check the invoices for the services rendered by the corporate secretarial agents.
• Develop efficient and effective systems for the management of corporate secretarial procedures.
• Consolidate corporate secretary information for all Asia entities (about 60 entities in total).
• Provide regular updated corporate secretary reports & legal structure charts to the French headquarters.
• Handle notarization of legal documents upon request.
• Support the Legal counsel in charge of the legal restructuring works.

Compliance & Governance

The Jobholder will also be a key player in the implementation of the Ethics & Compliance standards of Thales Group and will contribute to the evolution of its organization as well as its way of working in order to take into consideration the evolutions of its environment, new laws & regulations, and the best ethical and governance practices.

Therefore, the Jobholder will be responsible for actively contributing to the implementation of Thales Group ethics & compliance standards in the Regions, particularly:

• Perform, analyze, implement and update the screening and due diligence files of any Third Party with whom Thales wishes to enter into a contractual relationship, in close coordination with the competent Compliance Officer as well as all other relevant stakeholders (i.e. business capture leaders, country directors, and all relevant local functions and concerned Thales business units) in accordance with the applicable Third Party Integrity Assessment Instruction.
• Actively contribute and participate in the deployment throughout the Regions of the anti-corruption, ethics & compliance program and training plan, i.e. code of conduct, gifts and hospitality instruction, community investment, sponsorship, corporate membership instruction, compliance tools and platforms deployment, etc.
• With the support of the Compliance Officer and Correspondents, assist in the deployment and implementation of the other Group compliance pillars’ programs (Trade Compliance, Anti-trust and Competition laws, Personal Data Protection) in the Regions.
• Follow up on the companies of her portfolio business evolution to ensure delegation of authorities are up to date and consistent with the current activities.
• Report to the Compliance Officer any identified situations of non-compliance which would require the definition of a corrective action plan and/or a reporting to Chief Compliance Officer and VP Legal & Contract of TNSEA.
• Support the Compliance Officer in addressing the internal control requirements, the audit reviews, corporate law, governance and compliance aspects for all the entities falling within the Regions scope.

Requirements:

• At least a Master’s degree in Law and, eventually, ICSA or equivalent qualifications.
• More than 10 years professional experience in corporate secretarial function and compliance matters, in-house legal department or law firm.
• Good command of English language, verbal and written.
• Experienced user of Microsoft Office Applications.
• Strong soft skills: rigorous, precise, organized, pro-active, research-oriented, strong team player, solutions-oriented, and logical, with the ability to work independently.
• Ability to navigate in a global complex structure.
• Good and effective communication skills as well as good inter-personal and inter-cultural awareness and interest to work in diverse teams.

At Thales, we provide CAREERS and not just jobs. With Thales employing 80,000 employees in 68 countries, our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working. Great journeys start here, apply now!