Company Secretary Supervisor 公司秘书部门主管/ 经理

Responsibilities:

Providing the following services that will include but are not limited to the following:-

Compliance Management

• Ensure that the company complies with all relevant laws, regulations, and statutory requirements;
• Keep abreast of changes in legislation and update relevant stakeholders within the organization;
• Oversee the preparation and filing of statutory returns and other compliance-related documents.

Board Support and Governance

• Assist in organizing and preparing materials for board and committee meetings;
• Ensure that board meetings are conducted in compliance with legal requirements;
• Maintain and update corporate governance policies and procedures.

Company Secretarial Duties

• Manage the company’s statutory registers, records, and documentation;
• Facilitate the organization of annual general meetings (AGMs) and other company meetings;
• Draft and review resolutions, minutes, and other corporate documents.

Communication and Coordination

• Act as a liaison between the company, its directors, and external regulatory bodies;
• Coordinate with various departments to gather information and ensure timely compliance;
• Communicate effectively with internal and external stakeholders on corporate governance matters.

Risk Management

• Identify and assess potential legal and compliance risks;
• Develop and implement strategies to mitigate and manage identified risks;
• Collaborate with other departments to ensure a comprehensive approach to risk management.

Training and Development

• Provide guidance and training to the company secretary and support staff;
• Stay updated on best practices in corporate governance and company secretarial duties;
• Conduct internal training sessions to enhance the team’s knowledge and skills.

Advisory Role

• Advise the board and senior management on corporate governance issues;
• Offer guidance on legal and regulatory matters that may impact the company.

Audit and Internal Controls

• Work with internal and external auditors to facilitate audits related to corporate governance;
• Implement and monitor internal controls related to company secretarial functions.

Record Keeping and Document Management

• Ensure proper maintenance and organization of corporate records and documents;
• Implement and maintain efficient document management systems.

Continuous Improvement

• Identify opportunities for process improvements in the company secretarial function;
• Stay informed about industry best practices and recommend enhancements to existing processes.

Additional Responsibilities

• Other ad-hoc tasks as assigned.

职责：

包括但不限于以下内容:

合规管理

• 确保公司遵守所有相关法律、法规和法定要求;
• 了解法规变化并及时向组织内相关利益相关者更新;
• 监督准备和提交法定申报和其他与合规有关的文件。

董事支持与治理

• 协助组织和准备董事会和委员会会议材料;
• 确保董事会会议符合法定要求;
• 维护和更新公司治理政策和流程。

公司秘书职责

• 管理公司的法定注册、记录和文件;
• 促进年度股东大会和其他公司会议的组织;
• 起草和审查决议、会议记录和其他公司文件。

沟通与协调

• 充当公司、董事和外部监管机构之间的联络人;
• 与各部门协调，收集信息并确保及时合规;
• 在公司治理事务上与内部和外部利益相关者进行有效沟通。

风险管理

• 辨别和评估潜在的法律和合规风险;
• 制定和实施减轻和管理已辨别风险的策略;
• 与其他部门合作，确保全面处理风险管理。

培训与发展

• 为公司秘书和支持人员提供指导和培训;
• 保持对公司治理和公司秘书职责最佳实践的了解;
• 进行内部培训，提升团队的知识和技能。

咨询角色

• 就公司治理问题向董事会和高级管理层提供建议;
• 就可能影响公司的法律和法规事项提供建议。

审计与内部控制

• 与内部和外部审计师合作，促进与公司治理相关的审计;
• 实施和监督与公司秘书职能相关的内部控制。

记录保存和文件管理

• 确保正确维护和组织公司记录和文件;
• 实施和维护高效的文件管理系统。

持续改进

• 辨别公司秘书职能中的流程改进机会;
• 了解行业最佳实践并推荐对现有流程的增强。

额外职责

• 执行分配的其他临时任务。

Requirements:

Education

Company Secretary Supervisor

• At least a Diploma in Secretarial/ Corporate Administration or equivalent; OR
• A professional qualification under ICSA or equivalent.

Company Secretary Manager

• At least a Degree in Secretarial/ Corporate Administration or equivalent; OR
• A professional qualification under ICSA or equivalent.

Experience

Company Secretary Supervisor

• Four years of experience in company secretarial practice
• Preferably 1-2 years of managerial experience
• Have experience in leading a team of 3 or more

Company Secretary Manager

• Six years of experience in company secretarial practice
• Preferably 2-3 years of managerial experience
• Have experience in leading a team of 3 or more

Skills and Abilities

• Strong team player with meticulous attention to detail and resourcefulness
• Ability to multitask and work independently
• Demonstrating out-of-the-box thinking and self-motivation
• Proactive attitude and strong analytical skills
• Excellent client relationship and time management skills
• High integrity, excellent work ethics, and a strong sense of responsibility, commitment, and discipline
• Good interpersonal, organizational, and communication skills with a positive attitude
• Willingness to work in a cloud and fast-paced environment
• Familiar with MYCOID and MBRS systems;
• Tech-savviness with knowledge of Google Applications and proficiency in using mobile devices such as smartphones and tablets are added advantages
• Good command of English and Bahasa Malaysia. Ability to speak and write Mandarin will be an added advantage

职位要求：

学历/文凭

公司秘书部门主管

• 至少拥有秘书学/商业行政管理或同等学历的相关文凭;或
• 拥有ICSA或同等资格的专业证书。

公司秘书部门经理

• 至少拥有秘书学/商业行政管理学士或同等学历的相关文凭;或
• 拥有ICSA或同等资格的专业证书。

经验

公司秘书部门主管

• 鼓励有超过4年公司秘书实践经验的求职者，无论是否具备上述要求的资格申请；
• 最好有1-2年的管理经验;
• 具有领导3人以上团队的经验。

公司秘书部门经理

• 鼓励有超过6年公司秘书实践经验的求职者，无论是否具备上述要求的资格申请；
• 最好有2-3年的管理经验;
• 具有领导3人以上团队的经验。

技能和能力

• 团队合作精神强，注重细节，富有创造力;
• 能够同时处理多项任务并独立工作，具备独立思考和自我激励的能力;
• 积极主动的态度和较强的分析能力;
• 出色的客户关系和时间管理能力;
• 高度诚信，优秀的职业道德，具有强烈的责任感、承诺和纪律性;
• 具备良好的人际关系、组织和沟通能力，并持有积极的态度;
• 愿意在云环境和快节奏的环境下工作;
• 熟悉MYCOID和MBRS系统;
• 熟悉谷歌应用程序，并熟练使用智能手机和平板电脑等移动设备将是额外的优势;
• 英语和马来西亚语掌握能力良好。具备中文的口语和书写能力将是额外的优势。