Corporate Secretarial & Document Control Assistant

Company Description

ib vogt is firmly committed to supporting the decarbonisation of the global electricity sector. The company focuses on the global development of turnkey PV plants and battery storage projects as well as the expansion of its IPP portfolio. In these areas, the company performs all integral services of the value chain from development, financing, and EPC, to O&M and asset management.

Headquartered in Berlin, Germany, ib vogt has established various offices across Europe, Asia Pacific, the Americas, and Africa as part of its presence in over 40 countries. The company works together with numerous partners globally, augmenting its in-house team of over 900 staff. ib vogt has built or has in construction more than 4 GW of PV power plants globally with a project pipeline of more than 60 GWp.

Job Description

Job Summary

We are seeking a proactive and highly organized Corporate Secretarial & Document Control Assistant to join our dynamic Corporate Secretarial team. In this hybrid role, you will take ownership of the full spectrum of corporate secretarial matters for entities across selected APAC jurisdictions. You will also play a key role in supporting the Regional Corporate Secretary and two other team members by delivering reliable document management and administrative support.

This position offers an excellent opportunity to contribute meaningfully to regional governance operations while developing expertise in a fast-paced, multinational environment. This is a full-time, on-site position, and the candidate will be required to report to the office daily.

Job Description

Corporate Secretarial Support

• Provide effective support to the Regional Corporate Secretary and Corporate Secretarial team in managing and overseeing the full spectrum of corporate secretarial matters for APAC entities, including restructuring exercises and timely filings with regulatory bodies.
• Assist the Regional Corporate Secretary in coordinating and planning Board and Shareholders’ Meeting for Singapore and other jurisdictions, including circulation of notices and meeting materials, and drafting meeting minutes.
• Assist with the incorporation of new local and foreign entities/dissolutions of local and foreign entities across the APAC region, in collaboration with external corporate secretarial service providers.
• Ensure compliance with statutory and regulatory requirements, as well as relevant laws and acts in each jurisdiction.
• Prepare and review statutory and regulatory corporate documents,and coordinate their execution and distribution across all legal entities in APAC.

Document Management and Coordination:

• Coordinate with directors, shareholders, and external stakeholders to arrange wet-ink and electronic signatures for corporate documents.
• Facilitate apostille, notarization, and legalization of documents with notary publics, consular offices, and embassies in Singapore and Malaysia.
• Ensure all corporate secretarial documents are stored in SharePoint or other document management systems using proper naming conventions and within required timelines.

Compliance and Regulatory Support:

• Maintain and update the APAC Monitoring List and other trackers/databases containing corporate entity information.
• Create and regularly update organizational charts and corporate structure diagrams for APAC entities.
• Provide administrative and operational support to the Regional Corporate Secretary and the wider corporate secretarial team.

Qualifications

Requirements:

• Preferably 3–4 years of relevant experience in corporate secretarial functions; experience advising and working with international stakeholders or clientele is a strong advantage.
• Holds a Bachelor's degree in Law, Corporate Administration or Business Management, and is either ICSA-qualified or currently pursuing the ICSA qualification (Note: This role involves managing corporate secretarial matters for entities incorporated in overseas jurisdictions.)
• Highly adaptable to changing circumstances; meticulous, diligent, and presents a polished professional demeanor.
• Excellent interpersonal skills and a high level of proficiency in both written and verbal English communication; strong computer literacy in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Visio).
• Willingness to perform any other ad hoc duties as assigned.

Additional Information

What We Can Offer

• A competitive and attractive remuneration package.
• Wide Company Group Medical Insurance Coverage.
• Dynamic and diverse work environment with colleagues from around the world.
• A truly international exposure.
• An open-minded and highly motivated team.
• Interesting and challenging tasks.
• Encourage both teamwork and personal responsibility
• Great opportunities for professional and personal growth.