Job Description

At AIA we\'ve started an exciting movement to create a healthier, more sustainable future for everyone. Sound like you? Then read on. WE ARE LOOKING FOR To assist the Co. Sec. in preparing all administrative related works for the department such At AIA we\'ve started an exciting movement to create a healthier, more sustainable future for everyone. Sound like you Then read on. WE ARE LOOKING FOR To assist the Co. Sec. in preparing all administrative related works for the department such as preparing and filling of statutory records, maintaining of the statutory book, CTC of statutory records, logistic arrangement, and registration of training for the Directors as well as issuing invoice for Directors fees. Job Responsibilities: 1. Maintaining and updating all statutory records and ensuring that it is maintained within the requisiteretention period and keeping custody of the Common Seal. 2. Assisting the Company Secretary in ensuring compliance with statutory and regulatory requirements. 3. Responsible for the timely completion and lodgement of the statutory forms/returns with CCM and reporting under the Companies Act and other relevant legislation/regulation, including: annual accounts annual returns change in Directors, Secretaries etc. 4. To prepare the relevant disclosure documents on any changes concerning the Director\'s information as required under the Companies Act in a timely manner. 5. To perform the following in relation to Board/Board Committees meetings: to co-ordinate with the relevant stakeholders for the timely submission of board papers. to compile and circulate papers to Directors prior to meetings. minutes taking and preparation. 6. Liaising with accountants, auditors and other professional advisers in relation to various corporate matters. 7. Assisting in the preparation and review of circular resolutions and annual accounts including compiling and providing information for the Directors\' Reports & Notes to the annual accounts. 8. Managing the papers and other ancillary matters for dividend payments as and when required. 9. Assisting the registered company secretary in all other aspects of secretarial duties and functions. 10. To prepare the minutes and resolutions on timely basis. 11. To coordinate, organize and attend board, board committees and shareholders meetings including off-site visits and briefings. 12. To manage the monitoring and follow up on the execution of matters arising from the Board/Board Committee meetings and other Directors meetings and provide the relevant updates to the appropriate parties. 13. To provide company secretarial related advice to the relevant parties. 14. To perform other responsibilities and duties periodically assigned by supervisor in order to meet operational and/or other requirements. 15. To update Management and relevant authorities on corporate information when requested. 16. To review and update the Directors\' Handbook from time to time. 17. To plan and attend the directors\' in-house orientation programme. 18. To prepare/review of Board papers e.g. appointment of director, re-appointment of director, directors\' remuneration, succession planning. 19. To ensure compliance with regulatory requirements i.e. CCM, SC, BNM etc. 20. To assist in the review of Agreements involving secretarial matters. 21. To maintain and upkeep all statutory records which fall within the ambit of Corporate Secretariat\'s responsibilities: Minutes books. Register of substantial shareholders. Register of members. Register of charges. Register of directors, managers and secretaries. Register of Directors\' shareholdings. Job Requirements: Degree holder with any relevant discipline or qualified ICSA graduate or equivalent. At least 5 - 7 years relevant working experience in administration and corporate company secretarial practice. Strong verbal and written communication skills. Good interpersonal skills and ability to work with people with all levels such as Directors, Excos and SLTs. Ability to work under pressure and multitask. The capability to work with numerical info, plus analytical and problem-solving skills. Proficient in using MBRS and XBRL tool for lodgments of Annual Return of AIA General Berhad, AIA Pension and Asset Management Sdn. Bhd., AIA Shared Services Sdn. Bhd. and AIA Health Services Sdn. Bhd. Trustworthy and able to maintain confidentiality with high integrity. Proficiency in Microsoft Office Applications such as Microsoft Word and Excel.

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