Job Description:
Assist the Head of Group Corporate Secretariat Department
• Provide corporate secretary (Co. Sec.) advice and support to all departments. Coordinate and work closely and in confidence with all other Agility Departments but primarily the Chairman’s Department, Legal, Investor Relations, Finance, Treasury and Board of Directors for all entities.
• Support, research and prepare reports for the Head of the Department, as well as supervise deliverables and completion of tasks.
• Maintain relationships with all external agents and assist with the management of the agent-run, off-shore companies.
• Keep track of various decisions and ensure updates are maintained.
• Deputize and fill in for the Head of Department as and when required.
Agility Companies
• Establish a working relationship with the responsible Business Units, Departments and Regions to provide assistance and support, ensuring compliance with local jurisdiction requirements by all companies and following up to ensure they provide the Corporate Secretariat with all annual filings, AGM Minutes, License renewals etc.
• Assist and Support all Regional Legal Counsels with their requirements for both company compliance and other customer related matters that may arise.
Document Administration
• Provide company secretarial support (as required) to all entities including: new incorporations; issuing of Powers of Attorney; drafting of Minutes and; coordination between staff and local outsourced legal counsels for documents required.
• Ensure that all documents are logged, uploaded and filed within all the Corporate Secretariat tools available including databases (SharePoint, Blueprint) and paper files.
• Supervise the maintenance of all corporate files and other resources used by the department to ensure they are kept up-to-date.
• Group Structure Charts- Maintain and update all company group organization charts as and when required under the supervision of Head of Department.
• Supervise the upkeep of filing systems for the Department in close cooperation with the Office Manager.
Job Requirements:
Education & Training
• University Degree – preferably in areas of Management and/or Company Law or ICSA Certified
• Understanding of international company secretarial roles and/or paralegal level knowledge of Company Law
• Introduction or Intermediate Company Secretary Course
• Sound knowledge of management and filing systems and databases
Experience
• 2-5 years office or equivalent work experience – preferably in a Legal or Company Secretarial environment
• Senior and/or Board level management work experience
• Paralegal or Legal Experience a benefit
Skills
• Excellent English Skills – fluency in both spoken and written English. Must be able to draft Board Minutes, Board and Shareholder Resolutions, etc. Additional languages would be an advantage.
• Adaptable to different regions across the global network of a public listed company with a focus on Asia Pacific, Europe and the Americas.
• Advanced Computer Skills including Microsoft Office; excellent MS Visio skills; and Database Management (specifically Blueprint).
• Knowledge of a multinational and/or PLC structure.
• Strong administrative, management and time-management skills.
• Strong communication and interpersonal skills with the ability to interact with all levels of management and external parties.
Competencies
• Team player
• Willing to learn and re-train where needed
• Able to prioritize multiple requests within a constantly changing environment and ability to work under pressure and meet deadlines.
• Ability to work responsibly with minimal supervision and take independent decisions.
• Ability to handle confidential information with discretion.
Assist the Head of Group Corporate Secretariat Department
• Provide corporate secretary (Co. Sec.) advice and support to all departments. Coordinate and work closely and in confidence with all other Agility Departments but primarily the Chairman’s Department, Legal, Investor Relations, Finance, Treasury and Board of Directors for all entities.
• Support, research and prepare reports for the Head of the Department, as well as supervise deliverables and completion of tasks.
• Maintain relationships with all external agents and assist with the management of the agent-run, off-shore companies.
• Keep track of various decisions and ensure updates are maintained.
• Deputize and fill in for the Head of Department as and when required.
Agility Companies
• Establish a working relationship with the responsible Business Units, Departments and Regions to provide assistance and support, ensuring compliance with local jurisdiction requirements by all companies and following up to ensure they provide the Corporate Secretariat with all annual filings, AGM Minutes, License renewals etc.
• Assist and Support all Regional Legal Counsels with their requirements for both company compliance and other customer related matters that may arise.
Document Administration
• Provide company secretarial support (as required) to all entities including: new incorporations; issuing of Powers of Attorney; drafting of Minutes and; coordination between staff and local outsourced legal counsels for documents required.
• Ensure that all documents are logged, uploaded and filed within all the Corporate Secretariat tools available including databases (SharePoint, Blueprint) and paper files.
• Supervise the maintenance of all corporate files and other resources used by the department to ensure they are kept up-to-date.
• Group Structure Charts- Maintain and update all company group organization charts as and when required under the supervision of Head of Department.
• Supervise the upkeep of filing systems for the Department in close cooperation with the Office Manager.
Job Requirements:
Education & Training
• University Degree – preferably in areas of Management and/or Company Law or ICSA Certified
• Understanding of international company secretarial roles and/or paralegal level knowledge of Company Law
• Introduction or Intermediate Company Secretary Course
• Sound knowledge of management and filing systems and databases
Experience
• 2-5 years office or equivalent work experience – preferably in a Legal or Company Secretarial environment
• Senior and/or Board level management work experience
• Paralegal or Legal Experience a benefit
Skills
• Excellent English Skills – fluency in both spoken and written English. Must be able to draft Board Minutes, Board and Shareholder Resolutions, etc. Additional languages would be an advantage.
• Adaptable to different regions across the global network of a public listed company with a focus on Asia Pacific, Europe and the Americas.
• Advanced Computer Skills including Microsoft Office; excellent MS Visio skills; and Database Management (specifically Blueprint).
• Knowledge of a multinational and/or PLC structure.
• Strong administrative, management and time-management skills.
• Strong communication and interpersonal skills with the ability to interact with all levels of management and external parties.
Competencies
• Team player
• Willing to learn and re-train where needed
• Able to prioritize multiple requests within a constantly changing environment and ability to work under pressure and meet deadlines.
• Ability to work responsibly with minimal supervision and take independent decisions.
• Ability to handle confidential information with discretion.
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