Requirements

· Possess at least a Diploma, Advanced/Higher/Graduate Diploma, Bachelor's Degree, Post Graduate Diploma, Professional Degree, Business Studies/Administration/Management, Secretarial

· Experience in listed company and unlisted Bhd Company will be added advantage

· Experience in Legal will be added advantage

· At least 1-3 year(s) of working experience in public listed companies.

· Level of maturity, objectivity and professionalism necessary to liaise with Board Member, Executive Management and external parties.

· Experience in Nasdaq and Securities exchange is preferred .:-

· Required languages:- English, Bahasa Malaysia and Mandarin / Cantonese

· Happy, friendly and warm personality

· Excellent verbal and written communication skills with strong client management skills

· Strong leadership, lead by example, people management and mentoring skills

· Ability to plan and prioritise work / projects within the team

· Willing to work long hours to complete the urgent/important tasks

· Able to start immediately

Job Description

* Providing a high level of administrative assistance to Directors and Management team.

* Manage complex calendars and scheduling with diplomacy and discretion.

* Organize, prioritize and appropriately handle time-sensitive, confidential information and ensure action required is addressed in a timely manner.

* Organize, execute, and assist with team activities (staff meeting agendas, on-sites/off-sites, team social events, etc.)

* Schedule air/hotel/ground transportation. Create detailed travel itineraries both domestic and international (including smooth transitions between time zones). Coordinate with travel agents and manage international travel process. Submit expense reports in a timely fashion.

* Coordinate closely with Recruiting teams, Facilities team, HR team, and other Executive Assistants within the community.

* Track and help drive completion of key deliverables and follow up on outstanding items to include meeting notes and action items.

* Prepares general correspondence and emails.

* Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy. Communicates with internal and external parties on a professional level.

* Prepare meeting minutes.

* Schedules and organizes activities such as meetings, and other activities for all members of the department or business group.

* Attends and participates in meeting with Director or superior when required.

* Support the Head of Department in all company secretarial matters.

* Prepare resolutions, drafting minutes of meetings and other secretarial documents

* Provide advice to operating units and other departments on secretarial matters.

* Prepare and coordinate the required information for the Annual Report and Circular to Shareholders of the group

* Responsible for end-to-end company secretarial function

* Lead, monitor and coach subordinates to ensure effectiveness and efficiency in the delivery of results/ tasks.

* Lead in projects and special assignments in which the Group Company Secretarial Departments involved.

* Prepare and/or review resolutions, statutory forms, returns and all other company secretarial related documents.

* Handle full spectrum of corporate secretarial work for portfolio of clients (Local and international), including but not limited to incorporations of companies, drafting directors/ members resolutions, maintenance of statutory registers and records, etc.

* Coordinate, organize and attend board, board committees and shareholder's meetings, including preparation of pre and post meeting documents.

* Ensure proper maintenance of all secretarial documents

* Undertake corporate secretarial work

* Assist any other assignments and/or work as may be requested by the Head of Department in the course of work as and when required and to provide co- operation and assistance to the Head of Department in managing matters relating to the department to ensure a more efficient, well managed department

* Provide secretarial support for all corporate exercise undertaken by company and participate in any other meetings and/or attend to the special corporate exercise as and when required including to provide company secretarial related information or advice to the parties involved

* Attend to all corporate secretarial matters on a timely basis as per requirements of law including but not limited to preparing and filing of statutory forms of relevant authorities and maintaining and updating the register and minutes books

* Ensure compliance with statutory and regulatory requirements (including deadlines)

Graphjet Technology Sdn Bhd

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