Assistant, Corporate Secretarial Manager

Job Summary

Manage comprehensive corporate secretarial duties for a client portfolio, ensuring compliance with Singapore statutory requirements and regulations. Coordinate meetings, maintain corporate records, oversee filings, and lead client billing and administrative processes.

Responsibilities

Manage the full range of corporate secretarial duties for multiple clients to ensure seamless corporate governance

Ensure compliance with the Singapore Companies Act, ACRA regulations, and other statutory requirements to mitigate legal risks

Organize, coordinate, and prepare agendas, board papers, resolutions, and minutes for board and general meetings to support effective decision-making

Plan, coordinate, and oversee Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs), and board meetings to ensure regulatory adherence

Maintain and update statutory registers, minute books, and corporate records to ensure accuracy and accessibility

Handle company incorporations, foreign entity registrations, and ongoing corporate administration to support client business operations

Perform ACRA e-filings accurately and within deadlines to maintain statutory compliance

Prepare and file dormant accounts and annual returns to fulfill regulatory obligations

Prepare full and partial XBRL financial statements for filing to meet statutory reporting standards

Conduct Know Your Customer (KYC), Customer Due Diligence (CDD), and Anti-Money Laundering (AML) reviews in line with regulatory requirements and internal policies to ensure compliance

Monitor filing deadlines and compliance obligations to prevent breaches and penalties

Maintain and review client due diligence records and monitor ongoing compliance requirements to uphold regulatory standards

Manage billing processes including preparing engagement letters, fee quotations, service agreements, invoicing clients, monitoring receivables, and coordinating collections to ensure timely payments

Maintain accurate billing records and ensure timely issuance of invoices to support financial operations

Supervise, mentor, and develop junior corporate secretarial staff by reviewing work outputs and providing technical guidance to enhance team performance

Execute ad-hoc assignments as directed by Directors and Managers to support business needs

Preferred competencies and qualifications

Minimum 5 years of relevant corporate secretarial experience, preferably in professional services, corporate secretarial, accounting, or law firm environments

Strong knowledge of the Singapore Companies Act, ACRA regulations, corporate governance practices, and statutory compliance requirements

Hands-on experience with ACRA e-filing, annual returns, company incorporations, and corporate restructuring exercises

Proficiency in SentroWeb or similar corporate secretarial software, with experience customizing document templates considered an advantage

Strong proficiency in both physical and electronic document management systems

Excellent written and verbal communication skills in English

Diploma, Advanced Diploma, Degree, or equivalent qualification in Corporate Administration, Business, Accounting, Law, or related discipline

Highly organized, detail-oriented, and able to work independently in a fast-paced environment

Strong time management skills with the ability to manage multiple priorities and meet deadlines

Tech-savvy and comfortable working with digital workflow systems and electronic records management