Manager, Corporate Secretarial

1 week ago

Singapore ESR Group Full time

The role will work with the Legal & Compliance team to support all corporate secretarial work within the ESR group which covers mostly Singapore, and also other countries like Hong Kong, Malaysia, United Kingdom, Cayman Islands, Bermuda and British Virgin Islands.

**Responsibilities**:
**1) Assist in the setting up of new companies and taking over of existing companies.**
- Liaising with the respective agent(s) on the establishment of Operations of a company with proper procedures/law in place
- Ensure all formalities for the pre/post setting up OR take over/of a company accomplished within a stipulated timeframe/prior to completion dare of a deal

**2) Helping to ensure statutory compliance by the companies.**
- Liaising with the respective agent(s) to ensure proper statutory filing(s) within the stipulated timeframe, if any
- Request for a proposed timeline in respect of an annual filing for monitoring purpose
- Ensure lodgment with the relevant authorities on any change of company affairs has been completed
- Maintaining/updating statutory record(s) (i.e. minutes/resolutions/registers): Soft copies in shared portal (K Drive), followed by physical copies in the respective files
- Liaising with the respective agent(s) to ensure that resolutions are passed in according with the Constitutional Documents and any other regulatory requirement(s) imposed by the relevant authorities from time to time, and act diligently
- Request for additional evidence(s) from the agent(s) to ascertain compliance during the review of proposal(s)/draft(s), if need be
- Prepare/review document(s) in respect of company AGMs

**3) Providing effective corporate secretarial support for transactions and other company actions.**
- Liaising with finance on the share related transaction(s) (i.e. share allotment, share transfer). Forward the finalized draft(s) in respect of the share changes, with all the details provided by finance being captured therein for confirmation, prior to any other action could be taken
- Dealing with issue(s) affecting shareholdings, if any (i.e. mergers & acquisitions/amalgamations). Request for proposed timeline/procedure(s) & monitor accordingly
- Acting as a channel of communication and information, as and when required
- Liaise with the respective agent(s) to response to the directors' queries, as and when required
- Ensuring safe custody and proper use of the Seal; Affixation of common seal based on the requirement(s) stated in the constitutional document(s)/act
- Ensuring all business letters/notices/official publications, where applicable, carry the name and registration number of the company
- Liaise with corporate development department on any issue related to letterhead

**4) Entities Management**
- To consolidate ESR group entities information such as organization chart and directorships
- To maintain up-to-date proper record of ESR group entities, such as the incorporation details, directorships, and shareholdings (including uploading works)

**5)Board meetings (inclusive of committee meetings)**
- Assisting to organize board meetings (inclusive of committee meetings)
- Preparing meeting minutes

**Requirements**:

- At least 3 years of work experience with Record Keeping
- At least 3 years of work experience with Legal Administration
- At least 3 years of work experience with Venture Capital and Private Equity Principals

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