Corporate Secretarial - All Roles

It's never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business - to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we're absolutely committed to building a culture where our people can do just that.

We have an exciting opportunity for you to join our team at various level as Company Secretary where the roles are based in Kuala Lumpur, Malaysia. This full-time and permanent position offers regional coverage, allowing you to make a significant impact to our Corporate Secretarial department and its' growth.

Key Responsibilities:

Associate/Specialist (A1)

• To attend meetings accompanied by Seniors if required.
• Responsible in the timely preparation of AGM Reminders / Documents, Annual Returns, Drafting of Statutory Forms and Documents e.g. Directors’/Members’ Resolutions.
• Maintaining the statutory books i.e. Minutes Books, Registers and others statutory records.
• To prepare and drafting announcements to Bursa Malaysia Securities Berhad, arranging and attending Board & Committee meetings, including preparation of notices, meeting papers and drafting of Minutes.
• To ensure timely billing (including the capture of all OPEs incurred) and collections.
• To ensure best practice of corporate governance and compliance with statutory/regulatory requirements.
• To ensure that all clients’ documents/records are properly filed in the statutory records at all times and to perform proper housekeeping of clients’ records.

Senior Associate/Senior Specialist (A2)

• Review works prepared by the team to ensure completeness, requests are followed up in a timely manner and completed within scheduled delivery service.
• Coach and train team members to enable them to carry out their roles effectively and efficiently.
• Attending meetings, preparation of AGM Reminders / Documents, Annual Returns, Drafting of Statutory Forms and Documents e.g. Directors’/Members’ Resolutions.
• Maintaining the statutory books i.e. Minutes Books, Registers and others statutory records. (if required)
• To prepare and drafting announcements to Bursa Malaysia Securities Berhad, arranging and attending Board & Committee meetings, including preparation of notices, meeting papers and drafting of Minutes. (if required)

Assistant Manager/Team Lead (A3)

• Oversee the accuracy and timeliness of the corporate secretarial works and deliverables prepared by the team in accordance with client requirements and SLA.
• Manage a team of Assistants and Associates in handling a wide spectrum of corporate secretarial works for various jurisdiction including offshore companies.
• Prepare and update related matters/report as per schedule.
• Be responsive to client’s enquiries for corporate secretarial work and other operation matters.
• Proper planning of engagement so as to be aware of the needs and provide quality service to Clients.
• Set clear team goals and deadlines with appropriate delegation of tasks.
• Effective reporting and consultation with managers and head of department. 
• Ensure quality deliverables, reviewing and approving work of staff prior delivery of final submission for manager’s final review OR direct to client.
• Assist managers in streamlining effective workflow processes and efficient manpower structure.

Manager/Senior Manager (B1/B2)

• Day to day delivery of client servicing on behalf of business units.
• Capacity and demand management of monthly/annual workloads.
• Work assignment and monitoring direct staff.
• Create a productive and engaging work environment.
• Measure and report KPIs to business unit and country leadership.
• Ensure TATs are met on client servicing.
• Timely escalation of issues to GSC/BU leadership, or clients as appropriate
• Implement process improvement opportunities either in process change or automation (from identification, testing and production release).
• Ensure client servicing is conducted in accordance with the appropriate governance and/or regulatory controls.
• Onboard new clients from business unit or business development team.
• Report to business units on performance and attainment.
• Manage the training and personal improvement of direct resources.
• Annual budgeting/planning.
• Facilitate training/upskilling and providing effective leadership, supervision and guidance to staff.

Key Requirements:

• Knowledge in Companies Acts, Bursa Malaysia Listing Requirements, CS Guidelines and other related laws and regulations
• Must possess good communications skills, analytical and problem-solving skills.
• Good command of both spoken and written English. Proficiency in Mandarin is an added advantage.
• Familiar with filing of statutory forms and Companies Acts
• Able to work independently as well as a good team player.
• Good interpersonal skills and able to work as a team.
• Good sense of urgency and able to work under pressure.
• Able to identify and demonstrate clear comprehension of customers and organizational needs.
• Associate/Specialist (A1): Fresh graduate in corporate administration, laws, ICSA or related background or min 1 year experience in corporate secretarial field.
• Senior Associate/Senior Specialist (A2): Minimum 3 years relevant working experience in corporate secretarial fields with reviewing experience. Senior Associate will require experience in handling public listed company.
• Assistant Manager/Team Lead (A3): Minimum 6 years relevant working experience in corporate secretarial fields with reviewing experience, client, and people management experience.
• Manager/Senior Manager (B1/B2): Minimum 8 years’ experience in corporate secretarial fields with client, and people management experience.

Company Benefits:

At our VISTRA Malaysia office, we believe in putting our employees’ well-being first! We provide:

• Opportunity for career advancement and regional working exposure
• Training and development
• Hybrid working arrangement
• Medical, dental, optical coverage
• Study leaves and professional membership coverage