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JOB RESPONSIBILITIES

Assist the Chief Legal Officer & Company Secretary and Head, Secretarial in executing their Secretarial roles for Affin Bank Berhad (ABB), Affin Islamic Bank Berhad (AiBB), and relevant subsidiaries of ABB (Affin Bank Group) as follows:-

1. Board Management & Administrative Support

• Provide administrative support to the Board of Directors and Management on Secretarial related matters to assist in preparing and managing correspondences to/from regulators, Directors, Management, Business Units, and other relevant parties with the highest confidentiality.
• Assist in maintaining yearly Board of Directors and Departments’ meeting schedules. Liaison officer between Board, Management with Secretarial Division or other relevant parties/department/division.
• Provide administrative assistance to the Board and Management to ensure the smooth running of day-to-day affairs between the Board, Management, and the relevant parties.
• Assist in providing Corporate Governance support to the Board of ABB and AiBB.
  Assist in arranging training to be attended by Directors of ABB and AiBB as part of the requirement under the Bursa and BNM. Supervising the updates/record updating and keeping records of training attended by the Board.
• Responsible in organizing Board/Management strategic retreats/offsite meetings, functions, outstation, overseas trip (if any) and liaise with a relevant party(ies) to ensure smooth preparation of the said events – in charge of traveling and accommodation arrangements.
• Responsible Assist in updating Board Policy Manual, Board Charter, Terms of Reference, and other policy relating to the Board/Board Committees/Management Committees.
  Assist in updating Operational Risk Management (ORM) reporting on Director's relevant matters.

2. Board/Board Committees/Management Committees Meetings

• Overseeing the smooth arrangement for relevant Board, Board Committees and Management Committees meetings of ABB and AiBB (logistics, notice, agenda etc.)
• Assist in preparing the following Board, Board Committees and Management Committees minutes and matters arising:- AiBB Board (Minutes and Matters Arising), ABB Board (Matters Arising), Group Board Nomination and Remuneration Committee (Minutes and Matters Arising), Group Board Information Technology (support IT & strategic department on Minutes and Matters Arising), & Management Committee (Weekly & Monthly MCM) (Minutes and Matters Arising)
• Responsible in preparing papers and updates for Board, Board Committees, and Management Committee meetings.
• Assist to ensure smooth preparation of pre-Board/Management meeting including uploading of proposal papers into BoardPac system for Board and/or Management meeting including Aide Memoire for ABB Chairman.
• Assist to finalize and distribute urgent and confirmed extracts of minutes to respective Division/Department/Unit.

3. Records and regulatory submission/announcement

• Supervise updates on Directors/CEO/CoSec records of ABB and AiBB.
  Assist in supervising relevant regulatory submission/announcements is made to SSM and Bursa in a timely manner for ABB and AiBB.
• Provide updates/information/announcements relating to Directors/ shareholders/companies to Bursa Malaysia via Bursa Link and Kijangnet.
• Assist in preparing and submitting the application(s) relating to Directors and/or Management to Bank Negara Malaysia (e.g submission of appointment/re-appointment of Directors).

4. Annual Report and Annual General Meeting

• Draft Corporate Info, Directors Profiles, and CG Statement for Annual Report.
  Part of the team in preparation of logistics and arrangement during AGM/EGM (virtual/hybrid/physical).
• Assist in preparing the announcement of the Annual Report, CG Report, Notice of AGM as well as outcome/results of AGM/EGM to Bursa Malaysia undefined

5. Corporate Governance

• Responsible in special secretariat assignments which involve urgent feedback/response to the regulators such as BNM CRR (Directors related matters), review on Board/Board Committee/Management Committee Composition, Board Remuneration Structure and Corporate Governance, etc.
• Responsible in  preparation of documents for in due diligence process/audit review.
  ssist in the internal Board Effectiveness Evaluation exercise (preparing questionnaire, analysis of feedback/results, preparing report and presentation to the GBNRC/Board) for ABB/AiBB.
• Assist in the pre and post-arrangement for appointment/re-appointment of Directors.
  Assist HR in submitting appointment/re-appointment of CEO for ABB/AiBB via BNM Kijangnet.

JOB REQUIREMENTS

• Bachelor's Degree in Corporate Administration, Company Secretarial Practice, Business Administration, Law, or a related discipline, with a minimum of five (5) years of relevant secretarial or corporate governance experience.
• Strong research, analytical, and problem-solving skills, with the ability to review, interpret, and present information accurately and effectively.
• Excellent command of English, both written and spoken, with the ability to communicate professionally and effectively with stakeholders at all levels, including Directors, Senior Management, regulators, and external parties.
• Strong written and verbal communication skills, including the ability to draft professional correspondence, reports, Board papers, minutes of meetings, and governance-related documentation.
• Good organisational and time management skills, with the ability to manage multiple assignments, prioritise tasks, and meet tight deadlines in a fast-paced environment.
• High level of integrity, discretion, and professionalism in handling confidential and sensitive information.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Possess a positive attitude, strong interpersonal skills, and a willingness to continuously learn, develop, and enhance professional knowledge and competencies.
• Able to work independently with minimal supervision while maintaining effective collaboration with internal and external stakeholders.