Administrative Executive with Company Secretarial Support

Job Title: Administrative Executive with Company Secretarial Support

Job Summary:

We are seeking a meticulous, proactive, and highly organized Administrative Executive with Company Secretarial Support experience to join our team. The ideal candidate will be responsible for ensuring the smooth running of our office's administrative functions while also providing essential support for company secretarial duties. This role requires excellent organizational skills, attention to detail, and a good understanding of Malaysian company law and regulatory requirements.

Key Responsibilities:

Administrative Duties:

• Manage day-to-day office operations, including maintaining office supplies, managing office equipment, and ensuring a tidy and professional office environment.
• Handle incoming calls, emails, and mail, redirecting correspondence as necessary and responding professionally.
• Schedule and coordinate meetings, appointments, and travel arrangements for senior management and staff.
• Prepare and distribute correspondence, memos, reports, presentations, and other documents.
• Develop and maintain efficient physical and digital filing systems for all administrative and corporate documents.
• Perform data entry, record keeping, and manage databases.
• Process and manage petty cash, expense claims, and assist with basic bookkeeping tasks.
• Liaise with vendors, suppliers, and service providers to ensure timely delivery of goods and services.
• Provide general administrative support to various departments and management as required.
• Assist with basic HR administrative tasks such as leave management and staff record maintenance.

Company Secretarial Support Duties:

• Assist in maintaining statutory records, registers (e.g., register of members, directors, secretaries, charges), and minute books in compliance with the Companies Act 2016.
• Support the preparation and timely filing of statutory forms and documents with the Companies Commission of Malaysia (SSM), including annual returns, changes in company officers, and other regulatory submissions.
• Assist in organizing and coordinating board meetings, committee meetings, and general meetings (AGM/EGM), including preparing notices, agendas, and meeting materials.
• Attend meetings (as required) and assist in drafting minutes of meetings and resolutions.
• Ensure proper execution, certification, and safekeeping of corporate documents.
• Monitor compliance deadlines and assist in ensuring the company adheres to corporate governance best practices.
• Liaise with external company secretaries, auditors, legal advisors, and regulatory bodies as needed.
• Assist with share registration matters, share certificate issuance, and other related tasks (if applicable).
• Stay updated with changes in relevant legislation and regulatory requirements in Malaysia.

Qualifications and Skills:

• Education: Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, Law, Corporate Administration, or a related field.
• Minimum of 3-4 years of experience in a comprehensive administrative company secretarial role.
• Demonstrable experience or significant exposure to company secretarial functions and procedures in Malaysia is essential.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with office management software.
• Good understanding of the Malaysian Companies Act 2016 and SSM filing requirements. Familiarity with MyCoID/e-SSM portal is highly advantageous.
• Basic knowledge of corporate governance principles.

Skills:

• Excellent organizational, planning, and time-management skills with the ability to prioritize tasks and meet deadlines.
• Exceptional attention to detail and a high level of accuracy.
• Strong written and verbal communication skills in both English and Bahasa Malaysia.
• Ability to handle confidential information with discretion and professionalism.
• Proactive, resourceful, and able to work independently with minimal supervision, as well as collaboratively within a team.
• Strong problem-solving abilities and a can-do attitude.
• Ability to multitask effectively in a fast-paced environment.
• Possession of or currently pursuing ICSA (Institute of Chartered Secretaries and Administrators) qualification, or MAICSA membership, would be a distinct advantage.

Working Conditions:

• Full-time position.
• Office-based in Kuala Lumpur.
• Standard office hours, with occasional need for flexibility depending on meeting schedules or urgent filings.

Job Types: Full-time, Permanent

Pay: RM3,000.00 - RM5,000.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Schedule:

• Day shift
• Monday to Friday

Supplemental Pay:

• Performance bonus
• Yearly bonus

Work Location: In person