Corporate Secretarial & Entity Management Officer

Role Objective:

To execute and implement corporate secretarial, entity management, regulatory, and corporate governance practices across a multi-jurisdictional group of companies, in close collaboration with legal, finance, tax, and operations teams.

This is a hands-on execution role, not a leadership or delegation role.

Core Responsibilities

1. Entity Lifecycle Execution

• Incorporation of companies across jurisdictions
• Post-incorporation registrations and statutory actions
• Shareholding, director, officer, UBO, and registered address updates
• Winding-up, liquidation, and strike-off processes
• Ensuring all entities remain in good standing at all times

2. Licensing, Renewals & Regulatory Filings

• Execution and tracking of all license renewals and statutory filings
• Maintenance of a forward-looking compliance calendar
• Direct coordination with regulators, CSPs, and advisors
• Zero tolerance for missed, late, or incomplete filings

3. Corporate Governance Implementation

In collaboration with internal teams, you will implement and operationalize agreed corporate governance practices, including:

• Ensuring required board and shareholder approvals are obtained on time
• Preparing, circulating, and archiving governance documentation
• Maintaining statutory registers and corporate records accurately
• Supporting governance processes during audits, financings, restructurings, or expansions

This role does not define governance policy, but is responsible for making sure approved governance practices are actually followed and documented.

4. Corporate Records & Document Control

You will act as the custodian of corporate records for the group.

Responsibilities include:

• Creating and maintaining a clean, structured, auditable document repository
• Proper naming, indexing, and version control
• Immediate retrievability of any corporate document
• Full clarity on document status (draft / executed / superseded)

You must always know:

• Where a document is stored
• What its current status is
• Whether anything is missing

5. Jurisdictional Research & Expansion Support

• Conduct practical, execution-focused jurisdictional research when required, including:
• Incorporation requirements
• Ongoing compliance obligations
• Governance and filing requirements
• License types and renewal timelines
• Summarize findings clearly and concisely
• Coordinate with external advisors to validate assumptions

6. External Communication & Professional Representation

• Act as a primary execution-level contact with:
• Corporate service providers
• Company secretaries
• Regulators
• External legal and tax advisors
• Communicate fluently, clearly, respectfully, and professionally at all times
• Follow up persistently without being unprofessional
• Represent the group with discipline and credibility

Operating Standards (Non-Negotiable)

This role requires someone who:

• Is naturally organized and structured
• Tracks tasks until full closure
• Maintains clear trackers and records
• Is uncomfortable with loose ends or ambiguity
• Can handle multiple jurisdictions simultaneously
• Documents everything properly rather than relying on memory

Experience & Profile

• Min 5-7 years of prior experience in corporate secretarial, legal operations, or entity management
• Exposure to multi-entity, multi-jurisdiction structures
• Comfortable interacting with external professional advisors
• Strong written and verbal communication skills
• High attention to detail and personal discipline