Job description
We are hiring a diligent Company Secretarial Assistant to support the corporate secretarial function at Private Advertiser in Petaling Jaya, Selangor. This full time role offers exposure to Malaysia's corporate secretarial practice and governance standards, ensuring statutory compliance and reliable record-keeping across the organization.
In this position, you will help prepare and maintain statutory registers, board resolutions, and shareholder records; coordinate with external advisers and regulators; and assist with meeting logistics and filing obligations under the Companies Act 2016. You will work closely with the legal and finance teams to ensure timely, accurate documentation while maintaining strict confidentiality.
Ideal candidates are detail-oriented, proactive, and capable of juggling multiple tasks in a fast-paced environment. A solid understanding of corporate governance, compliance, and documentation management will help you succeed in this role. This position offers hands-on exposure to board matters, regulatory filings, risk management processes, and opportunities for professional development within Malaysia's company secretarial practice. Private Advertiser provides a supportive team, competitive compensation, and a clear path for career growth.
Responsibility
- Prepare and maintain statutory registers, minute books, board resolutions, share register, and other corporate records to ensure accuracy and accessibility.
- Assist in preparing board meeting materials and circulate notices, agendas, and minutes in a timely fashion.
- Coordinate with external service providers such as solicitors and auditors for regulatory filings and compliance matters.
- Assist with filing obligations under the Companies Act 2016 and other applicable regulations, ensuring timely submissions.
- Maintain document management systems and confidential information workflow to protect privacy and integrity of records.
- Support governance processes by tracking deadlines, ensuring follow-ups, and maintaining audit trails.
Qualification
- Diploma or degree in law, business administration, or a related field.
- Prior experience in a company secretarial or legal/compliance role is preferred.
- Knowledge of the Companies Act 2016 and related regulatory requirements in Malaysia.
- Strong attention to detail, organization, and ability to manage multiple tasks.
- Proficiency with MS Office and standard secretarial software; comfortable handling confidential information.
- Good communication skills and the ability to work collaboratively with internal teams and external partners.