Assistant Manager/Manager, Corporate Secretariat Dept

1. Job Functions Governance Responsibilities: Manage, coordinate and advise the EXCO and CEO on governance matters and corporate disclosure in compliance with ACRA, ROS and COC requirements. Prepare, draft, manage and coordinate on IPC licensing matters. Prepare, draft, manage and coordinate the development and revision of internal governance documents such as Constitution, EXCO Manuals, policies, codes of conduct, bylaws, Terms of Reference (TOR) and any other documents. Prepare, organize, coordinate and attend board meetings, annual general meetings (AGM) and extraordinary general meetings (EGM). Assist the EXCO and CEO in the preparation, drafting and dissemination of agendas, meeting minutes and other necessary documents for EXCO and Committee meetings. Coordinate the EXCO's annual review, declarations, conflict of interest, screening and evaluation processes. Prepare, draft, manage and coordinate annual report and financial statement preparation, approval and submission to the relevant authorities in accordance with the requirements. Ensure timely submission of reports to internal and external parties (i.e. Ministry, other government agencies). Compliance Responsibilities: Ensure compliance with applicable laws, regulations, guidelines and governance standards. Support the development, implementation and regular review of the Board policies and procedures to ensure compliance and effectiveness. Monitor and advise the EXCO on changes in legislation, regulations and guidelines, and make recommendations regarding necessary changes. Maintain and manage corporate documents, filings and records to ensure compliance with statutory obligations. EXCO, CEO and Members Support: Assist the EXCO and CEO to manage, coordinate and arrange orientation of EXCO Members. Support the EXCO and CEO in the scheduling, management and coordination of sub-committees and their relevant meetings. Support the EXCO and CEO in the scheduling, management and coordination of licensee meetings with the Homes. Organise, schedule, coordinate and record relevant EXCO and CEO trainings to keep abreast to the regulatory requirements. Ensure that all insurance, claims and indemnity requirements are met in relation to EXCO, CEO and Members. Coordinate and arrange EXCO corporate retreat. Ensure proper documentation of Board decisions and ensure decisions are executed in accordance with Board’s requirement. Ensure all EXCO and Members profile data are filed, stored safely and kept up to date. Maintain, manage and file all documents and records to ensure compliance with statutory obligations. Communication and Reporting: Act as a liaison between the EXCO, CEO, management team and stakeholders to ensure clear and effective communication. Manage, coordinate, schedule and keep the EXCO and CEO regularly updated on events and activities. Provide the EXCO and CEO with event agendas, key talking points and any necessary background information ahead of each event. Manage and coordinate with the EXCO and CEO on media interviews, social media postings and any other publicity matters. Management responsibilities: Manage and supervise staff, identify opportunities for team training, skills advancement and carry out proper training programs for staff in respect of laws, regulations and policies Establish a managerial climate that encourages teamwork and promotes collegial collaboration among all team members and departments. Conduct and review staff performance evaluations. Liaise with departmental heads to ensure that all business operations are in line with business policies Prepare and monitor departmental and EXCO's budget and tap on any available governmental grants. Others: Ensure all records, accounts, documents and correspondence are properly maintained and kept up to date. Provide support for any PERTAPIS programmes and activities as and when required Carry out any other tasks assigned by the EXCO and CEO 2. Candidate Requirements Degree in Business Administration and/or relevant qualifications At least 2 years of experience in governance, legal, or corporate secretarial roles, preferably within a nonprofit or public sector environment. At least 2 years of Managerial experience. Familiarity with non-profit regulations, governance principles, legal compliance and risk management is an advantage. Strong verbal, written and interpersonal communication skills. High attention to detail and ability to manage multiple tasks simultaneously. Proficient in using go…