Corporate Secretarial and Administrative Executive

3 days ago

Central Region, Singapore Koh Brothers Group of Companies Full time $40,000 - $80,000 per year

We are seeking a highly organized meticulous and versatile individual to join our team in a hybrid role as a Corporate Secretarial and Administrative Executive. The successful candidate will be responsible for providing comprehensive support to the corporate secretarial function, ensuring statutory compliance, managing company documents and performing general secretarial and administrative duties. This role is critical for ensuring smooth corporate governance, efficient office operations and meticulous record-keeping.

Role Responsibilities

  • Assist the corporate Secretary in all matters related to corporate compliance and governance
  • Assist in the preparation of notices, agendas, board packs and other materials for Board Meetings, Annual General Meetings (AGMs) and Extraordinary General Meeting (EGMs)
  • Attend meetings to take minutes and subsequently draft and circulate minutes of meetings and written resolutions.
  • Maintain and update all statutory registers and records in accordance with the Companies Act, Chapter 50
  • Establish, implement and maintain a systematic filing system for both physical and electronic documents, including corporate records, contracts and confidential correspondence
  • Manage the entire lifecycle of documents, controlling distribution, ensuring proper version control and managing archival and retrieval processes
  • Ensure the security, confidentiality and integrity of all corporate and legal documents
  • Organise and manage the company's central depository of legal and corporate documents.
  • Manage calendars, schedule appointments and coordinate meetings for senior management
  • Handle incoming calls, emails, and other correspondence, redirecting as necessary
  • Process and submit expense claims
  • Schedule and coordinate all logistical aspects for meetings, whether physical, virtual, or hybrid

Role Requirements

  • Diploma in Business Administration or Law or related field
  • Minimum of 2 to 3 years of experience in a corporate secretarial, legal or senior administrative role
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Proficiency with video conferencing platforms, particularly Zoom and MS Teams.
  • Exceptional organizational skills with a high degree of attention to detail
  • Ability to multitask, prioritize a demanding workload and meet strict deadlines
  • High level of integrity, discretion and professionalism in handling confidential information
  • Good written and verbal communication skills
  • Familiarity with document management software

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