DEPUTY MANAGER, COMPANY SECRETARIAL

GENERAL DESCRIPTION

To support the Company Secretarial function for KPJHB and its subsidiaries in all aspects of corporate secretarial duties, ensuring timely and accurate execution in compliance with statutory requirements, Main Market Listing Requirements (“MMLR”) of Bursa Malaysia Securities Berhad (“Bursa Malaysia”) and governance requirements.

To act as named Company Secretary of subsidiary companies as appropriate, overseeing statutory compliance, corporate governance, and Board processes.

This role is responsible for handling a broad range of company secretarial functions for the listed entity and its subsidiaries, including statutory compliance, corporate governance reporting, Board and shareholders support, and oversight of junior staff. The Deputy Manager plays a key role in maintaining high governance standards and ensuring effective execution of all company secretarial deliverables.

JOB DESCRIPTION

Corporate Governance and Compliance

• Handle full spectrum of company secretarial matters for both private and public (listed) entities.
• Draft statutory documents, written resolutions, and announcements to Bursa Malaysia.
• Review and vet documentation (e.g., minutes, Board papers, statutory documents) prepared by team members (including but not limited to Senior Executives, Executives, and Junior Executives) to ensure quality, compliance, and timely lodgement.
• Maintain and periodically review statutory registers and corporate databases for accuracy.
• Ensure full compliance with the Companies Act 2016 (“Act”), MMLR of Bursa Malaysia, the Malaysian Code on Corporate Governance (“MCCG”), and all other applicable laws and regulations, including any amendments or re-enactments thereof, with timely lodgement of required documents to the Companies Commission of Malaysia (“CCM”) and Bursa Malaysia.
• Draft proposal papers and memorandam on company secretarial and governance matters, including those pertaining to Board composition, compliance obligations, and corporate exercises. Review and provide guidance on similar documents prepared by team members to ensure accuracy, consistency, and adherence to applicable statutory and regulatory requirements.
• Review circular to shareholders, due diligence reports (including but not limited to due diligence planning memorandum, verification notes), and participate in corporate exercises as a company secretarial lead.
• Provide advice and guidance on company secretarial practices and compliance matters to Directors, management, internal stakeholders, and other relevant parties, as and when required.

Board and Shareholders Support

• Schedule, coordinate, and manage Board, Board Committee, and shareholders meetings, including timely circulation of Board materials.
• Attend meetings, accurately record minutes, and ensure timely circulation of action items to the relevant parties for their information and necessary action, including monitoring the follow-up status to ensure timely completion.
• Contribute to the drafting of relevant sections of the Company’s Integrated Annual Report (including but not limited to Corporate Governance Overview Statement, Corporate Information, Corporate Structure, Shareholding Analysis, Notice of Annual General Meeting, Proxy Form, and Corporate Governance Report), and ensure timely submission to Bursa Malaysia.
• Organise and coordinate Directors’ training programmes, including continuous professional development, in compliance with the MMLR of Bursa Malaysia and the MCCG; and ensure proper maintenance of training records for disclosure and audit purposes.

Stakeholders and Regulatory Engagement

• Serve as a point of contact for regulatory authorities (e.g. CCM, Bursa Malaysia, Securities Commission Malaysia (“SC”)) and external parties (e.g., auditors, advisers, share registrars), ensuring effective communication and regulatory compliance.
• Manage stakeholder inquiries and ensure efficient handling of corporate secretarial-related matters.
• Liaise with internal departments, subsidiaries, KPJ hosptials and external service providers on secretarial and compliance-related matters.

Leadership and Team Supervision

• Supervise and mentor team members (e.g., Senior Executives, Executives, Junior Executives) to ensure timely, high-quality delivery.
• Review work prepared by the team, ensuring accuracy, consistency, and compliance.
• Ensure team adherence to standard operating procedures (“SOPs”) and governance best practices.
• Foster a collaborative, high-performance culture and promote continuous learning and development within the team.

Strategic Projects and Initiatives

• Lead or support corporate exercises (e.g., restructuring, mergers, governance audits).
• Develop and implement governance frameworks to promote transparency and accountability.
• Contribute to the formulation and review of policies and SOPs to enhance department effectiveness.
• Undertake ad-hoc assignments as directed.

JOB REQUIREMENT

Education:

• Bachelor’s Degree in Law, Corporate Administration, Governance, or related field.
• Licensed Company Secretary.
• Member of MAICSA / CGS Malaysia or equivalent professional body.
• Master’s Degree or professional governance qualification is an added advantage.

Knowledge and Experiences:

• Minimum 8 years of experience in company secretarial practice; corporate governance; and other governance advisory roles.
• Strong experience supporting: Board of Directors; Board Committees; listed company governance; and executive leadership governance matters.
• Experience within listed companies, healthcare, regulated industries, or large multi-entity organisations is highly preferred.
• Strong understanding of Bursa Malaysia Main Market Listing Requirements, Companies Act 2016, Malaysian Code on Corporate Governance, and other applicable governance compliance frameworks.

Skills & Competencies:

• Corporate governance advisory
• Board governance administration
• Statutory compliance & governance
• Governance documentation management
• Stakeholder management & coordination
• Regulatory & governance compliance
• Governance communication & advisory
• Problem-solving & governance judgement
• Organisational governance & accountability
• Cross-functional collaboration

Special skills required

• Strong understanding of listed company governance and statutory obligations.
• High level of integrity, confidentiality, and governance professionalism.
• Strong Board engagement and governance coordination capability.
• Excellent governance documentation and communication skills.
• Strong organisational and governance management capability.

Personal attributes

• High integrity and professionalism
• Governance-oriented and meticulous
• Strong executive presence
• Organised and detail-focused
• Collaborative and discreet
• Strong accountability and judgement
• Resilient and adaptable