Total 47 secretary job vacancies in D23 Hillview, Dairy Farm, Bukit Panjang, Choa Chu Kang

Job Responsibilities:

To assist in incorporating new company and prepare resolution, minutes, and statutory document for client’s companies and submit the relevant documents to Suruhanjaya Syarikat Malaysia (SSM)
To ensure the proper submission and maintenance of statutory return of the clients’ companies according to Companies Act 2016
Ensure proper maintenance of statutory records and submission of statutory returns to SSM
Liaise with clients, SSM and other relevant authorities in connection with company secretarial matters
Managing, organizing, orchestrating, and keeping all essential files, records, and documents up-to-date as needed.
Provide assistance beyond standard secretarial tasks as directed by management.
 

Requirements:

Candidate must possess at least Diploma in Business Studies/Administration/Management, Secretarial or equivalent.
Possess at least 1 to 2 years experience in Secretarial activities
Fresh graduates are encouraged to apply
Applicants with or without relevant experience may apply
Required language(s): English,  Mandarin (Preferably), Bahasa Malaysia
Ability to work independently

Perks & Benefits

• Medical claim
• Dental claim
• Personal leave
• Open culture
• Personal development opportunities

• Provides daily secretarial and administrative support to Project Management Team
• Coordinates project meetings and follow up outstanding tasks with relevant parties
• Coordinates mobilization/demobilization of project personnel with Projects Team Assistant
• Compiles updates key project information (org chart, personnel movement)
• Coordinates all administrative matters at site office
• Maintains stock (PPE, pantry and stationery)
• Ensures e-file documents on SharePoint
• Organizes teambuilding and events

Responsibilities:

- Manage all local corporate secretarial work for a portfolio of about +25 entities incorporated in various Asia countries (ie. Singapore, Indonesia, Thailand, Malaysia, Vietnam, Philippines, etc.) in compliance with all relevant local laws and regulations.

- Liaise with & give instructions to corporate secretarial agents & other relevant government authorities

- Monitor deadline for statutory filings (eg. annual returns, etc.) and generally compliance with relevant Companies Act

- Co-ordinate/Liaise with other in-house departments (ie tax, finance, treasury, etc.) to ensure smooth running of the day-to-day administrative and corporate secretarial related matters

- Maintain and timely update the secretarial database (eg. registration certificate, business license certificate, etc.)

- Prepare & Circulate resolutions, board meeting of directors and shareholders and ensure timely signing

- Update from time to time any movements and/or changes in the organization (eg. change of name, registered address, change of directors, etc.)

- Prepare & implement automatic resignations in respect of all directors in all entities in South East Asia and Taiwan

- Check the invoices for the services rendered by the corporate secretarial agents

- Develop efficient and effective system for the management of corporate secretarial procedures

- Consolidate corporate secretary information for all Asia entities (about 60 entities in total)

- Provide regular updated corporate secretary reports & legal structure chart to the French headquarters

- Handle notarization of legal documents upon request

- Assist the Legal counsel in charge of the legal restructuring works

Requirements:

· ICSA or equivalent qualifications

· 2-3 years professional experience in corporate secretarial function, in house legal department or law firm

· Perfect command of English language, verbal and written (Mandatory)

· Experienced user of Microsoft Office Applications

· Strong oft skills: rigorous, precise, organized, pro-active, research-oriented strong team player, solutions oriented, and logic, ability to work independently

· Good and effective communication skills as well as good inter-personal and inter-cultural awareness and interest to work in diverse teams

Responsibilities:

• Manage all local corporate secretarial work for a portfolio of about +25 entities incorporated in various Asia countries (ie. Singapore, Indonesia, Thailand, Malaysia, Vietnam, Philippines, etc.) in compliance with all relevant local laws and regulations.

- Liaise with & give instructions to corporate secretarial agents & other relevant government authorities

- Monitor deadline for statutory filings (eg. annual returns, etc.) and generally compliance with relevant Companies Act

- Co-ordinate/Liaise with other in-house departments (ie tax, finance, treasury, etc.) to ensure smooth running of the day-to-day administrative and corporate secretarial related matters

- Maintain and timely update the secretarial database (eg. registration certificate, business license certificate, etc.)

- Prepare & Circulate resolutions, board meeting of directors and shareholders and ensure timely signing

- Update from time to time any movements and/or changes in the organization (eg. change of name, registered address, change of directors, etc.)

- Prepare & implement automatic resignations in respect of all directors in all entities in South East Asia and Taiwan

- Check the invoices for the services rendered by the corporate secretarial agents

• Develop efficient and effective system for the management of corporate secretarial procedures

• Consolidate corporate secretary information for all Asia entities (about 60 entities in total)

- Provide regular updated corporate secretary reports & legal structure chart to the French headquarters

• Handle notarization of legal documents upon request

• Assist the Legal counsel in charge of the legal restructuring works

Requirements:

· ICSA or equivalent qualifications

· 2-3 years professional experience in corporate secretarial function, in house legal department or law firm

· Perfect command of English language, verbal and written (Mandatory)

· Experienced user of Microsoft Office Applications

· Strong oft skills: rigorous, precise, organized, pro-active, research-oriented strong team player, solutions oriented, and logic, ability to work independently

· Good and effective communication skills as well as good inter-personal and inter-cultural awareness and interest to work in diverse teams

JOB SUMMARY

Provides administrative, project and executive support to the Director by ensuring that all tasks are completed according to established policies and procedures in an efficient, timely and accurate manner.

JOB RESPONSIBILITIES INCLUDE, BUT NOT LIMITED TO:

• Maintain and organise a full set of records for all files, minutes, activities, projects and data bases and to obtain all information from internal and external stakeholders and knowledge at fingertips and able to engage all stakeholders and customers and advise them on all issues raised.
• Organise meetings & take minutes and provide timely updates on the actionable items assigned to each person.
• Writing reports, updates and analyse issues and to achieve set outcomes and proactive in achieving creative solutions. Present papers and persuade the audience,
• Quickly understands the business and be a value-add contributor.
• Detailed and meticulous, must be committed to work, willing to be involved without being asked and to achieve results on all on-going matters and even in fluid situations.
• Result oriented, self-starter, starts and completes all tasks with achievements within time-frame and constantly improves tasks.
• Well organised in calendar, handling of reports, following up on work tasks and answering email correspondence, scanning of documents and mailing of letters or packages.
• Other general administration ad hoc job as instructed by management.
• Logical, clear and concise writing and ability to grasp concepts and to communicate ideas and issues at hand. Ability to write a good summary.
• Excellent communication and speaking skills;
• Any other tasks requests by the Legal Director, Management and the Board.

Working Hours:

• Monday- Friday 8:30am to 5:30pm
• Saturday: 8:30am to 12:30pm

Job Scope

• Prepare Presentation and documents for meetings and interviews
• To source for business opportunity from Gebiz, Sesami etc. and register for site show if applicable.
• Prepare and submit tender documents and print tender results
• To prepare transmittal form for return of tender drawings/ documents.
• Attend to emails and calls
• Preparing Purchase order and ordering of items, arranging for delivery.
• Prepare Quotations
• Inform Director of his daily program
• Provide Admin Support to the team
• Enrol workers for course and other miscellaneous
• Keeping track of our Track Record and Warranty

Requirements

• Candidate must possess at least GCE O level/Diploma
• Required language(s): English
• No work experience required.
• Required Skill(s): microsoft office
• Preferably Entry Level specialized in Clerical/Administrative Support or equivalent

The Role:

This role entails supporting our Group CEO in inter-teams work collaboration that comprises of performing business support functions, administrative support of corporate strategies, and coordinating communications. The role reports to Group CEO and involves various tasks and responsibilities in both Group CEO (Chief Executive Officer) and CSO (Chief Strategy Officer) office to ensure the smooth functioning of daily operations and enhance overall business efficiency.

Responsibilities:

• Provide full secretarial and executive administrative support for the Group CEO and CSO.
• Take detailed minutes during management meetings and presentations as required by the Group CEO and CSO.
• Coordinate corporate communication efforts and prepare presentations for internal purposes or external correspondence.
• Manage scheduling, prioritization, and preparation for all engagements, as well as coordinate and plan travel schedules involving the Group CEO, CSO, and Senior Management Team where necessary.
• Act as the primary interface to the CEO and working teams, specifically the senior leadership.
• Support internal communications with other departments in terms of project administration and business matters.
• Organize coordinate company events, conferences, or meetings and team-building sessions.
• Fulfill other ad-hoc duties as assigned by the CEO.

Requirements

• Degree in Business or relevant field
• 3-5 years of secretarial / personal assistant working experience, preferably working with leadership or senior management team
• Maintain a high level of professionalism and discernment in all interactions and possess good communication skills, both written and verbal.
• Ability to handle multiple and complex tasks simultaneously and work under pressure in a fast-paced and dynamic environment
• Team player, able to work independently, proactive and keen eye to details
• Proficient in MS Office applications, especially Excel and PowerPoint, able to create PPT slides independently.

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026

Responsibilities

• Responsible for ensuring at all confidential secretarial and administrative duties are completed timely and within established company guidelines
• Responsible for managing the appointments and meeting schedules of the VP
• Responsible in assisting in preparation of presentation materials and meeting minutes
• Responsible for making travel arrangements and hotel bookings for visitors from overseas and local employees travelling overseas, including VISA related issues.
• Responsible for preparation and liaison for air shipment and courier activities

Requirements

• Min Diploma in any field
• Min 3 years of working experience in secretary

Please kindly email your resume in Ms Word to hr@xtalents.com.sg

We regret to inform that only shortlisted candidates would be notified.

Registration Number: R1328870

EA License No. 22C1026