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Executive, Corporate Secretarial

FFM Berhad, Sungai Buloh, Selangor
 
This role involves providing support to the Corporate Secretarial Department by coordinating and delivering Board Papers, Circular Resolutions, and other essential company secretarial documents. Responsibilities include preparing documents for certification by the company secretary and liaising with both internal and external auditors to ensure compliance and efficiency in operations.
 
 
Responsibilities
  • Responsible for managing administrative and clerical tasks in the Company Secretarial Department.
  • Coordinating, compiling, printing and delivery of Board Papers, Circular Resolutions and other related documents to internal and external parties.
  • Preparing documents and forms for certification by the company secretary.
  • Liaising and working with internal and external auditors.
  • Provide statutory documents for internal and external parties and purchase statutory documents from SSM, where necessary.
  • Monitoring and ensuring that statutory records and registers are properly kept and updated.  
  • Scanning of agreements/Board Resolutions/Members’ Resolution etc into the computer.
  • Arranging resolutions, minutes and other documents for signatures, including follow-up and filing of the same in the minutes books and relevant files.
  • Filing of statutory documents with SSM.
  • Serve as a role model and advocate for the company’s culture and values both internally and externally.
  • All employees are expected to demonstrate flexibility in delivering their work, proactively contributing to team goals as well as overall business goals and working collaboratively across all levels. You may be required to undertake duties not explicitly mentioned in the job description that are consistent with your role.  
  • Support ad-hoc projects and provide expertise as needed.
 
Qualifications, Experience & Skills
  • Bachelor's Degree in Corporate Administration, Business Administration or Chartered Governance Institute (CGI, formally known as ICSA)
  • Member of MAICSA is advantageous.
  • At least 2-3 years of working experience in secretarial field.
  • Computer literate with knowledge in Microsoft Office applications such as Excel and Word,  MyCOID, MBRS system, e-info etc. 
 
Competencies
  • Excellent organizational, interpersonal, and communication skills.
  • Possess good interpersonal skills, and good command of written and spoken English.
  • Able to meet deadlines, willing to work under pressure and ensure compliance with the relevant laws or regulations. Capable of working independently without constant supervision.
  • Able to make and assess personal/team decisions and align actions with organisation’s vision and mission.
  • Able to establish and maintain open/trusting relationships with colleagues and stakeholders to nurture collaborative partnerships and work towards a common goal.
  • Able to contribute and encourage new ideas and approaches to support business growth; demonstrate openness to and enthusiasm for new initiatives and appropriately challenge the status quo; adapt and improvise quickly, appropriately, and decisively to internal/external changes.
  • Able to display accountability for team and personal decisions/outcomes and take proactive actions to achieve results with dedication to follow through on commitments; create plans and manage resources to accomplish and deliver self and team’s commitments.
  • Able to understand and prioritise stakeholders’ needs/expectations and develop solutions to improve service delivery.
  • Able to appreciate the complex interrelationships between external factors and internal business operations and develops strategic plans in response to market shifts and shocks anchored on organisation's vision, purpose, and strategy.
  • Able to nurture the culture of learning organisation.
  • Able to develop strategic plans in response to market shifts and shocks to accomplish organizational goals; adaptability to changes in business landscape.
  • Adaptability and flexibility to changes in business landscape demonstrating initiative concerning forward thinking and planning.
  • Exhibits high level of integrity, professionalism, objectivity, personal accountability, and ability to maintain confidentiality and sensitive information.

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