Company Secretary Associate

Role & responsibilities

Key Responsibilities

• Manage day-to-day corporate secretarial matters for a portfolio of Singapore-incorporated companies.
• Support corporate restructuring and other corporate actions
• Coordinate with legal counsel, tax advisors, auditors, banks and other professional advisors on corporate actions.
• Ensure appropriate corporate approvals and statutory filings are completed within prescribed timelines.

Regulatory & Compliance Support

• Monitor developments in Singapore corporate and regulatory requirements relevant to the assigned entities.
• Assist with implementation of changes arising from amendments to the Companies Act, ACRA requirements and other applicable regulations.
• Support compliance with beneficial ownership / registrable controller requirements.
• Assist with corporate governance and KYC-related requirements.
• Maintain compliance calendars and proactively identify upcoming statutory obligations.
• Conduct periodic reviews of statutory records to ensure completeness and accuracy.

Client / Stakeholder Management

• Act as a point of contact for directors and internal stakeholders on routine corporate secretarial matters.
• Liaise with Singapore-based corporate secretarial service providers or relevant authorities where applicable.
• Coordinate with finance, tax, legal and other internal teams on entity-level compliance matters.
• Respond to routine corporate secretarial queries and escalate complex legal or regulatory matters when necessary.
• Maintain professional and timely communication with stakeholders.

Records & Documentation

• Maintain accurate and up-to-date statutory books and corporate records.
• Ensure appropriate version control and secure retention of corporate documents.
• Maintain corporate secretarial databases, trackers and compliance calendars.
• Prepare periodic reports on statutory compliance status, upcoming filings and outstanding actions.
• Support internal and external audits by providing relevant corporate records and documentation.

Key Deliverables

• Timely and accurate ACRA statutory filings.
• Up-to-date statutory registers and corporate records.
• Properly documented Board and shareholder approvals.
• Effective monitoring of statutory and governance deadlines.
• Accurate maintenance of corporate structures and entity information.
• Timely escalation of compliance gaps and potential regulatory issues.

Qualifications

• Professional qualification in company secretarial practice would be an advantage.
• Bachelor's degree in law.
• Familiarity with the Singapore Companies Act and ACRA requirements is added advantage

Technical Skills

• Good knowledge of Singapore corporate secretarial and statutory compliance requirements.
• Practical experience with ACRA filings and corporate information.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Experience with corporate secretarial / entity management software would be advantageous.
• Strong drafting skills for Board resolutions, shareholder resolutions, meeting minutes and corporate correspondence.

Preferred candidate profile

. Core Competencies

• Strong attention to detail and accuracy.
• Excellent organisational and time-management skills.
• Ability to manage multiple entities and statutory deadlines simultaneously.
• Strong written and verbal communication skills.
• Sound understanding of corporate governance principles.
• Ability to work independently while collaborating effectively with cross-functional teams.
• High level of integrity and confidentiality.
• Strong follow-up and stakeholder management skills.
• Ability to identify compliance issues and escalate them appropriately

Reporting

Reports to: Manager / Senior Manager Company Secretarial / Corporate Governance

Key Interfaces: Directors, shareholders, Finance, Tax, Legal, Internal Audit, External Auditors, Corporate Service Providers and Regulatory Authorities.

Role Scope

The role may involve supporting a portfolio of Singapore entities and, depending on the organisation's structure, assisting with entities across other jurisdictions in the Asia-Pacific region.