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.