Personal Corporate Secretary
Job Summary
The Personal Corporate Secretary manages statutory documentation, maintains company seals, and ensures confidential document security. The role involves organizing Board of Directors meetings, preparing minutes, and facilitating communication between the Managing Director (MD) and internal/external stakeholders. Additionally, the position supports the MD with administrative tasks, scheduling, and general correspondence to ensure smooth organizational operations.
Responsibilities
- Manage statutory documentation and company seals.
- Organize and record minutes for BOD meetings.
- Provide administrative support to the Managing Director.
- Coordinate communication with management and external stakeholders.
Required Skills
- Company secretarial documentation (SSM)
- Meeting management and minutes writing
- Confidential document handling
- Administrative coordination
- Professional communication
Job Details
Responsibilities:
- Conduct Company SSM documentations and manage Common seal, company chop, and keep the statutory documents, official seal and chop confidentially.
- Keep good relationship with Company Directors.
- Manage Board of Directors (“BOD”) meeting and company’s departmental meeting as scheduled.
- Preparing the minutes of the meetings and cause to circulate to relevant parties timely and proper maintenance of the records of meeting.
- Assist MD activities and administrative tasks, so as to ensure the functions of the organisation are operating smoothly.
- Lead the PA team and ensure smooth daily operation with MD.
- Co-ordinate and prepare notices of meeting, agenda, board papers, prior minutes and set up meeting venue.
- Attend and take minutes of meetings.
- Discuss with MD and management and prepare necessary reports for Management Planning purposes.
- Assist in preparing souvenir, co-ordinate presentation, guest transport, refreshment, lunch, dinner and receiving of MD’s guest.
- Assist MD in communication and coordination with all levels of management, staff and business associates.
- Read, screen and arrange systematically all emails and its folders, incoming documents, letters, WeChat for MD and act accordance to priority.
- Assist in email-replying on behalf of MD.
- Prepare and write speeches/ message/ letters and dealing with general correspondence with external parties.
- Implement any special assignment or ad-hoc instructions by the MD.
Requirements:
- Company Corporate Information management and Change of Corporate Information.
- Dealing with company secretary.
- Learn to understand all type of documents that company director needs to sign.
- Monitor and keeping private and confidential documents properly (Companies Registration, Company Chop, Common Seal).
- Organize all type of meeting.
- Contact and greeting Company Director; manage and records company director contact list.
- Filter general information, memos, queries, phone calls & invitations.
- Records Invitation Card.
- Training & Development Program Committee ad-hoc duties.