Assistant Co- Sec Singapore/Australia

Snapshot

Reporting to the Director Company Secretary - Subsidiaries, the Assistant Company Secretary will be responsible for:

Please note this is a 12 month fixed term contract.

• Administration of board and committee meetings
• Assisting in maintaining statutory records for all entities in the Group
• Maintenance of company secretariat procedure manual and user access for Athennian and Diligent Boardbooks software
• Co-ordinating document execution, notarisation and certifications

 

Your Day to Day

 

• Administration of board and committee meetings, including scheduling meetings, collation of board packs, drafting skeleton board minutes for all entities in the Group
• Maintaining the statutory records for all entities in the Group on SharePoint and implementing general document management protocols and file maintenance for the team
• Maintaining the Group Structure Chart and preparing simplified versions
• Maintaining the Directors’ Interests Register and assisting with Annual Director Disclosures
• Co-ordinating document execution, certification or notarisation where required across the Group
• Monitoring the company secretariat mailbox and triaging tasks
• Proactively implementing initiatives to drive efficiencies in processes and procedures utilising digital solutions where appropriate
• Developing and maintaining collaborative relationships with internal partners at all levels, especially Finance, Tax, Treasury and Legal as well as Directors’ Executive Assistants
• Instructing external service providers when necessary
• Supporting Group projects as required

 

Requirements:

• Tertiary qualified
• 5+ years' experience in a similar role
• Certificate in Corporate Governance from GIA/CGI (desirable)
• Experience with sophisticated board structures (desirable)
• Strong organisational and administrative skills with high attention to detail
• Excellent interpersonal skills and ability to handle confidential information with discretion
• Strong problem-solving abilities and adaptability to a fast-paced and dynamic work environment