Assistant, Corporate Secretarial Manager

Job Summary

Manage comprehensive corporate secretarial duties for a client portfolio, ensuring compliance with Singapore statutory requirements and regulations. Coordinate meetings, maintain corporate records, oversee filings, and lead client billing and administrative processes.

Responsibilities

• Manage the full range of corporate secretarial duties for multiple clients to ensure seamless corporate governance
• Ensure compliance with the Singapore Companies Act, ACRA regulations, and other statutory requirements to mitigate legal risks
• Organize, coordinate, and prepare agendas, board papers, resolutions, and minutes for board and general meetings to support effective decision-making
• Plan, coordinate, and oversee Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs), and board meetings to ensure regulatory adherence
• Maintain and update statutory registers, minute books, and corporate records to ensure accuracy and accessibility
• Handle company incorporations, foreign entity registrations, and ongoing corporate administration to support client business operations
• Perform ACRA e-filings accurately and within deadlines to maintain statutory compliance
• Prepare and file dormant accounts and annual returns to fulfill regulatory obligations
• Prepare full and partial XBRL financial statements for filing to meet statutory reporting standards
• Conduct Know Your Customer (KYC), Customer Due Diligence (CDD), and Anti-Money Laundering (AML) reviews in line with regulatory requirements and internal policies to ensure compliance
• Monitor filing deadlines and compliance obligations to prevent breaches and penalties
• Maintain and review client due diligence records and monitor ongoing compliance requirements to uphold regulatory standards
• Manage billing processes including preparing engagement letters, fee quotations, service agreements, invoicing clients, monitoring receivables, and coordinating collections to ensure timely payments
• Maintain accurate billing records and ensure timely issuance of invoices to support financial operations
• Supervise, mentor, and develop junior corporate secretarial staff by reviewing work outputs and providing technical guidance to enhance team performance
• Execute ad-hoc assignments as directed by Directors and Managers to support business needs

Preferred competencies and qualifications

• Minimum 5 years of relevant corporate secretarial experience, preferably in professional services, corporate secretarial, accounting, or law firm environments
• Strong knowledge of the Singapore Companies Act, ACRA regulations, corporate governance practices, and statutory compliance requirements
• Hands-on experience with ACRA e-filing, annual returns, company incorporations, and corporate restructuring exercises
• Proficiency in SentroWeb or similar corporate secretarial software, with experience customizing document templates considered an advantage
• Strong proficiency in both physical and electronic document management systems
• Excellent written and verbal communication skills in English
• Diploma, Advanced Diploma, Degree, or equivalent qualification in Corporate Administration, Business, Accounting, Law, or related discipline
• Highly organized, detail-oriented, and able to work independently in a fast-paced environment
• Strong time management skills with the ability to manage multiple priorities and meet deadlines
• Tech-savvy and comfortable working with digital workflow systems and electronic records management