Corporate Secretarial and Legal Executive

Meranti Power Pte Ltd, a fully owned subsidiary of Energy Market Authority, is establishing a multi-discipline project team and corporate team to facilitate and ensure timely implementation of power generating station projects and thereafter, operation and maintenance of the power generating station. We are inviting applicants for the position of Corporate Secretarial and Legal Executive who shall report to the Head (Legal). The scope and requirements are as follows:
**Scope**
- assist the Corporate Secretary to manage and administer Corporate Secretarial matters
- ensure that regulatory and statutory filings are done in a timely manner
- assist the Corporate Secretary to maintain minutes and register books
- Assist the Corporate Secretary to prepare the necessary Board Documents and assist in organizing board/committee/AGM/EGM meetings;
- Assist the Corporate Secretary to liaise with external service providers on corporate secretarial matters;
- Attend board meetings and assist Corporate Secretary in recording minutes of meetings;
- Providing administrative support including co-ordinating meetings, managing calendars, bookings etc.;
- draft/review Directors’ resolution/ shareholders minutes/resolutions pursuant to company constitution and obtain Directors/shareholders signatures
- assist and liaise with Finance and Tax on dividend declaration/payment
- assist on bank account opening resolution and certification
- assist Corporate Secretary to monitor due compliance of entities under the Singapore Companies Act
- preparation of AGMs, EGMs, submission of AR and XBRL to ACRA
- provide corporate secretarial support on change of officers, secretary, transfer/allotment of shares, dissolution/merger of legal entities
- assist Corporate Secretary on legalization and notarization of Company documents
- Provides necessary paralegal assistance to Head of Legal in filing and setting up Contracts Register, and implement filing of contract and corporate documentation;
- Ensure that executed documents are filed promptly and in a systematic manner that allows for easy retrieval;
- Ensure that all corporate secretarial records are filed for easy access during an audit process and to liaise with auditors as necessary ;
- Ensure that corporate secretarial records are filed for easy access to respond to any audit requests for access;
- Assist Head of Legal with editing, inserting hyper-links and hyperlinked content pages, proof-reading and checking of cross-referencing of documents;
- Review all Invitations to Quote and Invitations to Tender for compliance with template terms and conditions;
- Assist Corporate Secretary to prepare Board Resolutions, Shareholder Resolutions, Notices of Board Meetings and AGM and Board Papers;
- Keep records of the information of directors and working committee members, including where applicable passports, NRICS etc.
- Prepare notifications and communications to be sent to the shareholder representative;
- Dealing with regulatory requirements and enforce compliance;
- Maintain a summary analysis of key regulations affecting the business of the Company;
- Research new regulations that will be implemented and and outline the requirements that the Company will need to comply with;
- Develop and maintain a database of the timelines for actions to be taken by the Company to comply with the regulatory requirements
- Assist Head of Legal in presentation for training of the Company’s staff on code of conduct and ethical breaches;
- Assist Head of legal to prepare and develop presentations and training materials that are both interesting and informative.
- Assist in getting documents/contracts signed by Directors and return to requesters
- Assist Head of Legal on PPTs; collects, records, sorts and files information; handles mail; prepares routine reports; makes travel arrangements; arranges calls, meetings and appointments; DHL dispatch, physical archiving/destruction of documents in legal cabinet.
- Assist with other general corporate secretarial, administrative and legal support duties as assigned by Head of Legal

**Requirements**:

- Excellent writing skils and a good command of spoken English;
- Meticulous and attention to detail;
- Proficient in full suite of MS products;
- At least 3 years’ corporate secretarial experience;
- Self-motivated, results focused and willing to work under tight schedule with multiple stakeholders including management, employees contractors, suppliers and authorities;
- Willingness to go beyond defined scope of work to render help where it is needed within the small corporate set-up
- Willing to work in construction site office during construction stage and Jurong Island