• To assist the Group Company Secretary in providing effective and efficient corporate secretarial services to BPMB and its subsidiaries as well as to its stakeholders.
• Perform the function as the Company Secretary in handling matters relating to Management Committee meeting.
• Assist in any secretarial matters for any corporate exercise involving BPMB and its group of companies.
• Preparation of any proposals to be tabled at the Board and Board Committee as and when required.
• Supervise the administrative preparation for the meeting which includes scheduling of meeting, booking of meeting room, sending notice of meeting, compilation and dispatch of the meeting papers, refreshment etc.
• Draft written resolution for any decision passed through circular.
• Supervise in the implementation of Board and Board Committees evaluation process and update to the evaluation results to the Board accordingly.
• Supervise the preparation and lodgement of statutory documents/ returns to Companies Commission of Malaysia and update the statutory register books accordingly.
• Review/ administer the appointment, reappointment, or removal of directors (including application and update in KijangNet).
• Ensure adherence and compliance to all internal policies/guidelines and external regulatory requirements.
• Any other duties/assignment as and when directed/assigned by the superior as per business requirement from time to time.
• Establish a list of matters arising and liaise with the relevant stakeholders to obtain the updates for the next meeting.
• Collate the meeting papers from the author of the proposal for compilation and dissemination to the members and ensure that the subject matters of the papers are within the scope of authority of the respective committees.
• Attend to the request for extract minutes of the meeting, authentication of statutory documents, corporate information and appointment of Company’s proxy or corporate representatives from time to time.
• Disseminate decision of the meeting to the relevant parties for action.
• To support other Functions with secretarial services, i.e. to improve customer service and satisfaction through provision of efficient and effective secretarial services to the customer and to provide safe custody of security documents.
• Review Standard Operating Procedure for Corporate Secretarial Department of BPMB and SOP for Group Corporate Secretarial of BPMB.
• Ensure safekeeping of all the minutes books, registers, statutory documents, share certificates, license, and common seal.
• Review the Board Charter and Terms of Reference of the Board, Board Committees and Management Executive Committees.
• To provide effective and efficient secretarial and administrative matters.
• To inculcate the compliance culture i.e., to comply with regulatory requirement.
• Continuous improvement of work-related knowledge and skills and secretarial matters.
