Assistant Company Secretary

at  Trafigura

Main Purpose:
The successful applicant will work alongside the Regional Company Secretary, responsible for all aspects of company secretarial and associated matters for group companies in Asia Pacific & Middle East. This role is for someone keen to take on a varied and interesting role within a fast moving and dynamic team – this is not a traditional company secretarial role. The role requires an individual who can take responsibility for a wide portfolio of companies in multiple jurisdictions and ad hoc duties. The core duties are, i) the management of the corporate legal administration and compliance for those companies, including the drafting and reviewing of legal documents (such as board/shareholder resolutions, intragroup agreements) and ii) handle various group projects and ad hoc requests. It is important to note that the role requires a hands-on approach and a willingness to deal with regular day-to-day administration tasks such as filing, managing signatures, correspondence, etc. In addition, the successful applicant will form part of a team (based in a number of locations) who collectively perform the same role for all group companies worldwide.
Knowledge Skills and Abilities, Key Responsibilities:

Knowledge, Skills and Abilities

• Experience in Singapore corporate secretarial practice and relevant company law principles, as well as associated compliance requirements is essential
• Experience in working with other legal jurisdictions, especially within the region is highly desirable but not essential
• Minimum 6 years of relevant work experience
• Relevant academic background; law degree and/or professional qualification (eg. ICSA) preferred
• Demonstrable ability and willingness to work in a fast-paced commercial environment, often dealing with senior management and colleagues based worldwide
• Ability to work independently and comfortable with managing a busy workload of changing priorities
• A practical, ‘can do’ attitude and ability to produce quick solutions is essential
• A ‘hands-on’ approach towards management of day-to-day tasks
• Fluent English is essential; other languages desirable but not essential
• Familiarity with standard MS Office computer software, ACRA Bizfile, Computershare GEMS or other company secretarial software
• Excellent oral and written communication skills
• Energetic, dynamic and enthusiastic personality

Key Responsibilities
Ownership of the administration and management of all corporate secretarial and compliance matters for a portfolio of around 100 legal entities, in Asia Pacific & Middle East.

Key responsibilities will include:

• Drafting, coordinating and managing the timely and accurate execution of legal and corporate documents – resolutions, board minutes, powers of attorneys, bank facilities, share transfer, loan, guarantees and services agreements
• Providing company legal administration services to, and overseeing document and record management and other administrative processes for, a portfolio of companies
• Liaising with and supporting internal group functions (including legal, tax, finance, treasury) as well as external suppliers, professional advisors (audit and legal) and company agents
• ACRA filing and notification for Singapore companies
• Maintenance of statutory registers and minutes books

Key Relationships and Department Overview:

• Head of Department
• Directors and other colleagues based in Singapore
• Colleagues in other offices worldwide

• Drafting, coordinating and managing the timely and accurate execution of legal and corporate documents – resolutions, board minutes, powers of attorneys, bank facilities, share transfer, loan, guarantees and services agreements
• Providing company legal administration services to, and overseeing document and record management and other administrative processes for, a portfolio of companies
• Liaising with and supporting internal group functions (including legal, tax, finance, treasury) as well as external suppliers, professional advisors (audit and legal) and company agents
• ACRA filing and notification for Singapore companies
• Maintenance of statutory registers and minutes book