About the Opportunity
An established international corporate and fiduciary services group is investing in senior corporate secretarial coverage in its boutique Singapore office, and the client base here is growing.
This is a rare seat with real ownership. You would act as company secretary for a portfolio of client companies. You would set up the entity database, the compliance calendar and the procedures, and shape how the desk runs as the office grows. It comes with direct access to the Managing Director, not a maintenance seat inside an established department.
The Role
You would own the corporate secretarial function end to end for a portfolio of Singapore private limited companies
Responsibilities
A. Corporate Secretarial Services for Clients
- Manage a portfolio of client companies incorporated in Singapore and overseas.
- Serve as named Company Secretary for client entities where appointed.
- Ensure compliance with the Singapore Companies Act and ACRA requirements.
- Prepare and maintain statutory registers, minute books, and corporate records.
- Draft and lodge corporate filings with ACRA.
- Organize and support: incorporations, Annual General Meetings (where applicable), Directors' and shareholders' resolutions, share allotments and transfers, Changes in officers, Amendments to company constitutions, Business cessation and striking-off applications and other professional activities as requested by the Company.
- Advise clients on routine corporate governance and statutory compliance matters.
- Monitor statutory deadlines and ensure timely filing obligations are met.
- Liaise with clients, regulators, auditors, banks, tax agents, and other external stakeholders.
B. Internal Corporate Secretarial Responsibilities
- Act as Company Secretary for the firm.
- Maintain internal statutory records and registers.
- Coordinate board meetings and prepare meeting agendas, notices, minutes, and resolutions.
- Ensure the company's own corporate filings and compliance obligations are completed accurately and on time.
- Support management in implementing corporate governance policies and best practices.
C. Registered Qualified Individual (RQI) Responsibilities
- Act as the Registered Qualified Individual under applicable regulatory requirements.
- Ensure corporate secretarial services are delivered in accordance with Singapore legal and regulatory requirements.
- Maintain oversight of client acceptance, ongoing administration, and service standards.
- Review and approve company incorporations and significant corporate actions where required.
- Ensure proper maintenance of client records and statutory documentation.
- Support regulatory inspections, audits, and information requests.
- Provide technical guidance and training to corporate secretarial staff.
- Monitor regulatory developments and implement necessary procedural updates.
D. Local Directorship (for the Singapore company ONLY)
- Act as the local Resident Director for the Company
E. KYC, AML/CFT and Client Onboarding Compliance
- Lead and manage all client onboarding processes.
- Conduct Know-Your-Customer (KYC), Customer Due Diligence (CDD), and Enhanced Due Diligence (EDD) reviews.
- Review and verify: identification documents; corporate ownership structures; Ultimate Beneficial Owners (UBOs); source of funds/source of wealth information; sanctions screening results; Politically Exposed Person (PEP) checks; adverse media screening outcomes; Assess and document customer risk ratings
- Make recommendations regarding acceptance or rejection of prospective clients.
- Maintain complete onboarding and compliance records.
- Perform periodic customer reviews and ongoing monitoring.
- Escalate suspicious or high-risk matters to management and the firm's Compliance Officer where appropriate.
- Support AML/CFT audits, compliance reviews, and regulatory inspections.
- Develop and update internal KYC and onboarding procedures.
