MANAGER II, CORPORATE SECRETARIAL

JOB PURPOSE

• To lead and oversee the effective planning, coordination, and administration of Board, Board Committee, and Management meetings, ensuring that all meetings are conducted in accordance with the Companies Act 2016, the Company’s Constitution, Corporate Governance requirements under MMLR and MCCG 2021, and the respective Committees’ Terms of Reference.
• The role is responsible for ensuring high standards of meeting governance, documentation, and decision-tracking, while supporting the Group Company Secretary in delivering efficient and compliant corporate secretarial services to the organisation and its subsidiaries.

Key accountabilities 

• Lead and supervise the Meeting Management Team in the planning, coordination, and administration of Board, Board Committee, and Management meetings.
• Oversee the end-to-end meeting management process, including preparation of meeting notices, agendas, compilation of meeting materials, meeting logistics, and post-meeting follow-ups.
• Ensure all meetings are conducted in compliance with the Companies Act 2016, the Company’s Constitution, Corporate Governance Policy requirements under MMLR and MCCG 2021, and the respective Committees’ Terms of Reference.
• Review and finalise minutes of meetings to ensure that discussions, deliberations, and decisions are accurately captured in a clear, concise, and governance-compliant manner.
• Ensure timely circulation of meeting materials to Board members, Committee members, and Management to facilitate effective deliberation and decision-making.
• Monitor and track matters arising from meetings, ensuring that responsible parties provide timely updates and that decisions are effectively followed through.
• Coordinate with internal stakeholders and business units to ensure completeness, accuracy, and quality of Board and Management meeting papers.
• Provide guidance to internal stakeholders on meeting governance practices, including requirements for paper submission, agenda structuring, and documentation standards.
• Ensure proper maintenance and safe custody of statutory and governance records, including minutes books and resolutions passed.
• Support corporate exercises and governance initiativesfrom a corporate secretarial and meeting governance perspective.
• Assist the Group Company Secretary in ensuring compliance with regulatory requirements, internal vernance frameworks, and best practices in corporate governance.
• Review and enhance departmental Standard Operating Procedures (SOPs) and meeting management processes to improve efficiency, governance standards, and operational effectiveness.
• Drive continuous improvement of meeting management practices, including the adoption of digital tools and systems to enhance efficiency and documentation standards.
• Provide guidance and mentorship to junior team members, ensuring capability development within the Meeting Management Team.
• Keep abreast of developments in corporate governance, regulatory requirements, and corporate secretarial best practices to ensure the organisation maintains high governance standards.