CAREERS

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Manager, Secretariat

Department

Internal Secretariat

Location

Bangunan Yee Seng, KL

Reports To

GCOO

Job Description
  • Responsible for the planning and implementations on secretarial and administrative matters related to Board (BOD), Board sub-committees and Management Committee (MANCO) for the Group as a whole.
  • To manage the requirements of a Public Listed Company’s on timely execution of meetings proceedings, preparation and submission of BOD documents as per regulatory requirements.
  • Act as a focal point for liaison with Board of Directors (“BOD”) on secretarial and administrative matters.
  • To plan, execute and manage the BOD and BOD Committee meetings, MANCO meetings including preparation of minutes, notice, agenda for timely circulation for review and approval.
  • Arranging meetings and ensuring smooth meeting logistics and timely circulation of meeting related documents prior to actual meetings (e.g. notice & agenda, papers, presentations, reports, minutes) for all Board, Board Committee, MANCO and any other Board related meetings. Examples:
    • Coordination on the preparation of Board meeting schedule and agenda.
    • Schedule meetings, check Directors’ availability, send invitation to block the Directors’ calendar.
    • Follow up on Matters Arising and reports, papers for compilation and upload to shared server.
    • Compile meeting papers, upload onto the shared server, and inform Directors accordingly.
    • Assist in planning and preparation of annual general meeting (“AGM”).
    • Assist in planning and making arrangements for BOD Retreat and any other meetings/ events involving the BOD. Arrangements would include, but not limited to food & beverages, accommodation, meeting venue, transport, etc. Take minutes or key discussion points, and follow up with matters arising from those meetings/ events.
  • Assist in the preparation and coordination of AGM related documents. Examples:
    • Liaise with external Company Secretary and relevant internal and external parties on the design and printing of the Company’s Annual Report.
    • Prepare and coordinate with Directors/ external Company Secretary for Directors related information for purpose of Annual Report and Corporate Governance Report (“CG Report”), e.g. Directors’ profiles, trainings, meeting attendance, etc.
    • Assist in summarising and reporting activities of Board, Board Committees and Management for disclosure in Annual Report/ CG Report.
  • Arrange documents for Directors’ signatures, and follow up for timely response. Circulate Directors’ Circular Resolutions prepared by Company Secretary.
  • Maintain records on Directors’ particulars, Directors’ shareholding, meeting minutes and papers, and any other documents prepared for/ relate to/ required by the Directors.
  • Provide secretarial and administrative support to Directors on matters which relate to, or would potentially benefit/impact the AYER Group. Examples:
    • Make arrangements for Directors’ work-related trainings.
    • Prepare Directors’ work-related expense claims.
    • Make arrangements for Directors’ work-related travels.
    • Assist Directors’ on work related meetings with external parties; sending out and follow-up on invites, arrangements on meeting room set-up, refreshments and parking for guests, where applicable. Perform any other work related tasks as required by the Directors.
  • Perform tasks relating to Directors’ work-related expenses. Examples:
    • Compile Directors’ meeting fees.
    • Assist in preparing budget and mandate for shareholders’ approval (“Mandate”)
    • Track, monitor and analyse actual expenses against budget and Mandate.
  • Work closely with external Company Secretary on regulatory requirements.
  • Assist in preparing/ checking/ coordinating papers/ reports relating to Directors (e.g. Directors’ information in annual return, Directors’ remuneration paper, etc.)
  • Assist in performing research and benchmarking on areas relating to Directors.
  • Exercise high integrity at all times, and keep all information in own possession as strictly private and confidential without releasing to anyone, unless otherwise authorised.
  • Attend to any other duties as may be assigned by the Management from time to time.
Requirement

A graduate of MAICSA.

Minimum 4-5 years of experience in Company secretarial scope of responsibilities.

3 years’ experience in managerial position in similar scope and able to work independently.

Mature mindset and self-driven with high level of integrity.

Pro-active, good time management and adherence to timelines.

Good organizational skills, listening skills, highly motivated, flexible and result oriented.

Good communication skills and fluent in both English and Bahasa Malaysia (written and spoken).