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 governance software and Microsoft Office Suite.
• Ability to work independently, as well as part of a team.

3. Working Hours

5 days work week

Monday to Friday - 9am to 6pm

4. Work Location

1 Joo Chiat Complex

**Disclamer: Only shortlisted candidates will be contacted.