Job Description
Role and Responsibilities
Corporate entity management
* Incorporate, maintain and, where required, arrange the deregistration or winding up of companies in accordance with the Corporations Act 2001 (Cth) and ASIC requirements.
* Maintain oversight of the corporate structure, including changes to shareholdings, directors, officeholders, and group entities.
Board and shareholder support
* Draft, prepare, and circulate board and shareholder resolutions
in compliance with statutory and governance requirements.
* Manage project boards, including preparing agendas, issuing notice of meeting, coordinating board papers, preparing and distributing board packs, taking and distributing board meeting minutes, ensuring actions are completed.
ASIC compliance and statutory lodgments
* Prepare and lodge all statutory forms with ASIC within prescribed timeframes, including but not limited to:
* Changes to company details (Form 484 or equivalent)
* Share allotments, transfers, and transmissions
* Officeholder appointments and cessations
* Annual statements and solvency resolutions
* Monitor ASIC deadlines to ensure ongoing compliance and avoid late fees or penalties.
Share capital and register management
* Coordinate the issue, transfer, and transmission of shares, ensuring compliance with the Corporations Act and the company constitution.
* Maintain and update statutory registers (members, directors, charges where applicable) in accordance with legislative requirements.
Records and document management
* Maintain accurate and complete corporate records, including:
* Company registers
* Resolutions and meeting minutes
* Ensure all documents are securely filed in both physical and digital form, on-site and off-site (e.g., with external corporate secretarial service providers).
Annual compliance
* Coordinate annual reviews, prepare solvency resolutions, and ensure all annual ASIC obligations are met.
* Monitor lodgment status and follow up with service providers to ensure statutory deadlines are met.
Advisory and general business support
* Respond to requests from internal stakeholders for company documents and relevant corporate information and otherwise support KYC processes as required.
* Undertake ad-hoc company secretarial duties, administrative tasks, and other responsibilities assigned from time to time.
* Liaise and support Equis' Group level company secretarial team in Singapore.
* Support the Legal, Compliance, and Risk team as required to fulfil various ASIC reporting obligations, training, and other related activities.
Job Requirements
Skills & Qualifications
Essential
* Recognized qualification in corporate secretarial studies, law, or a related discipline.
* Minimum 5 years' experience in a corporate secretarial role.
* Strong understanding of corporate law, governance, and compliance.
* High level of integrity, discretion, and sound professional judgment in handling sensitive and confidential information.
* Proven ability to manage multiple priorities and deliver outcomes under tight timeframes.
Desirable
* Experience with corporate governance software or entity management systems.
* Exposure to complex corporate structures and cross-border compliance.