Company Secretary Assistant

Job Description

Position Summary

The Company Secretary Assistant provides administrative and corporate secretarial support to ensure client companies comply with the requirements of the Singapore Companies Act and related regulations. The role involves assisting with company incorporations, statutory filings, maintaining corporate records, preparing resolutions, and supporting the Company Secretary in managing a portfolio of clients.

Key Responsibilities

Corporate Secretarial Support

• Assist the corporate secretarial team in the administration of Singapore incorporated companies and other business entities

•Prepare and draft routine corporate secretarial documents, including:

• Directors' resolutions;
• Shareholders' resolutions;
• Minutes of meetings;
• Annual General Meeting (AGM) documents;
• Written resolutions.

• Maintain and update statutory registers and company records.

• Ensure all corporate records are properly maintained and filed.

Regulatory Compliance

• Assist with statutory filings through ACRA's BizFile+ system.

• Monitor client compliance deadlines, including:

• Annual Return Filings;
• AGM requirements;
• Changes in directors, shareholders, company officers, and registered addresses.

• Assist with Know-Your-Customer (KYC), customer due diligence, and client onboarding procedures where required.

• Ensure compliance with the Singapore Companies Act and relevant regulatory requirements.

Client Management

• Liaise with clients, government authorities, banks, and professional advisors.

• Respond to routine client enquiries relating to corporate secretarial and compliance matters.

• Coordinate the collection of information, identification documents and supporting documents from clients.

• Follow up with clients on outstanding compliance matters.

Corporate Records & Administrative Support

• Maintain organised physical and electronic corporate secretarial files.

• Prepare engagement letters and administrative documentation.

• Assist with invoicing and billing matters related to corporate secretarial services.

• Support internal compliance and quality control processes.

• Perform other duties reasonably related to the role and assigned by the reporting manager.

Qualifications & Experience

• Diploma, Degree, or equivalent qualification in Business Administration, Corporate Administration, Law, Finance, or a related field.

• 1-3 years of relevant corporate secretarial experience or a related field is preferred.

• Fresh graduates with relevant qualifications and strong organisational and administrative skills may be considered.

• Familiarity with ACRA regulations and BizFile+ would be an advantage.

• Previous experience in a corporate secretarial firm, accounting firm, law firm, professional services firm or corporate services provider is an advantage.

Skills & Competencies

• Strong attention to detail and accuracy.

• Good organizational and time management skills.

• Ability to manage multiple assignments and deadlines.

• Good written and verbal communication skills in English.

• Proficiency in Microsoft Office, particularly Word, Excel and Outlook.

• Knowledge of corporate secretarial software (e.g., Diligent Entities, Viewpoint, BoardRoom, or similar) is advantageous.

• Ability to work independently while also working effectively as part of a team.

• Professional, responsible and client-service-oriented approach.

Reporting Line

• Reports to the Corporate Secretarial Manager / Senior Corporate Secretary.

Key Performance Indicators (KPIs)

Performance will be assessed based on, among other relevant factors:

• Timely completion of statutory filings.

• Accuracy and completeness of corporate records and documents.

• Compliance with regulatory deadlines.

• Client satisfaction and responsiveness.

• Maintenance of accurate corporate records.

Career Development

Subject to performance, experience and business requirements, the role may provide

opportunities for progression into positions such as:

Company Secretarial Assistant → Corporate Secretarial Executive → Senior Corporate Secretarial Executive → Assistant Manager → Corporate Secretarial Manager

Career progression is subject to individual performance, qualifications, relevant

experience and available business opportunities.

Working Arrangement

• Full-time position based in Singapore.

• Standard working arrangements will be communicated by the employer in accordance with the applicable employment terms and Singapore employment legislation.

• The successful candidate may be required to work with clients and internal stakeholders across different locations and time zones where relevant.

Equal Opportunity Statement

The Company is committed to fair and merit-based employment practices. Recruitment and selection will be based on qualifications, skills, experience, competencies and other requirements relevant to the position.

The Company complies with applicable Singapore employment requirements and does not discriminate against candidates based on non-job-related characteristics.