Admin Executive cum Secretary

Job Summary:
We are looking for a highly organized and detail-oriented Company Secretary cum Admin Executive to support the company's management with administrative duties and ensure the smooth functioning of corporate governance. This role combines secretarial responsibilities with general administrative tasks, helping to manage internal and external communications, maintain legal records, and facilitate organizational activities.

Key Responsibilities:

Company Secretary Duties:

• Ensure the company complies with legal and statutory requirements, including filings, corporate governance, and company records.
• Organize and attend board meetings, prepare agendas, take minutes, and follow up on action points.
• Maintain statutory registers, records, and other legal documents, including director and shareholder registers.
• Liaise with regulatory authorities, auditors, and legal professionals to ensure the company is compliant with corporate laws.
• Assist with the preparation of annual reports and financial disclosures as required.
• Handle the incorporation of companies, preparation of resolutions, and filing of necessary documents with regulatory authorities.

Administrative Support:

• Provide day-to-day administrative support to the management team and other departments.
• Organize meetings, travel arrangements, and appointments.
• Manage office supplies and inventory, ensuring the office is well-equipped.
• Assist with HR tasks, such as maintaining employee records, preparing documents, and supporting recruitment processes.
• Handle correspondence, emails, and phone calls, directing inquiries as needed.
• Assist in the preparation of presentations, reports, and other company-related documentation.

Record Keeping & Documentation:

• Manage and organize company documents, contracts, and files in an efficient and systematic manner.
• Ensure the confidentiality and integrity of all sensitive company data.
• Handle the registration, renewal, and cancellation of various licenses and permits.

Other Ad-hoc Tasks:

• Perform any other duties as required by senior management or the board of directors.

Requirements:

• Degree or diploma in Business Administration, or related field.
• Proven experience as a Company Secretary or Administrative role (minimum 5 years).
• In-depth knowledge of corporate governance, compliance, and relevant regulations.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and work independently.
• Proficiency in MS Office Suite and other administrative tools.

Desirable Skills:

• Knowledge of corporate secretarial software and filing systems.
• Strong problem-solving skills and proactive attitude.