• Maintaining Company Registers and Statutory records. Notification to registrar of company and updating the company’s statutory information
• Notifications and lodgement of documents with Company Commissions of Malaysia (SSM) in relation to all changes in your company’s statutory records as direct by BOD or members from time to time. The company secretary must ensure that any change in the statutory information below should be duly completed in the relevant prescribed forms and lodged with the SSM within the required period of time:

– Appointments/resignations/deaths of Directors
– Removal of officers from office
– Disqualification from holding office
– Annual return
– Change of company name
– Change of nature of business
– Change of Director’s personal information
– Adoption, alteration and revocation of constitution
– Issue, splitting, transfer of shares
– Any other changes that require notification with SSM

• Reminding you on important datelines
  The Company Secretary should advise the Board of Directors of the relevant dates for holding the copany’s annual general meeting, filing annual return, submitting financial statement to avoid late filing penalty.
• Handling company’s board, general and extraordinary general meetings
  To organise Directors and Members meetings and ensure that all procedures for the convening and conducting of meeting are in accordance with Company constitution and Company Law (Company Act 2016). The company secretary’s role is purely administrative includes the following:

1. Prepare agenda and brief directors
2. Notify all Directors/members by sending out notices
3. Attending and taking down minutes of the meeting place minutes into the Minutes Book
4. Following up of the decisions made
5. Providing advisory to chairman and board of directors
6. Lodging statutory returns as needed
7. Ensuring that the meeting is conducted in accordance to Company’s Constitution and Company Act

• Compliance with company constitution
  The Company Secretary must ensure that the company complies with its constitution
• Directors’ / Members’ Circular Resolution
  Preparation of Directors’ Circular Resolution and Members’ Resolution in writing, the secretary shall ensure the resolution are passed in compliance with the Company Constitution and Company Law (Company Act 2016). A written resolution is sufficient evidence of the passing of the company’s decisions.
• Maintaining Company Registers and Statutory records.
  The Company Secretary has a duty to maintain the company’s register of members, deal with transfer of shares and other matters relating to shareholding. We usually keep in safe custody of the company seal and original share certificates.
• Coordinating with shareholders
  The Company Secretary maintains constant communication and acts as a link between the company and shareholders. Make enquiries about the ultimate beneficial ownership of shareholdings, general shareholder relations and etc.
• Advising corporate governance
  The Company Secretary must keep himself abreast with the latest development of the company and securities laws so that he can always advise the board on proper corporate governance matters, assist directors with respect to their duties and responsibilities, compliance with company and securities laws and Bursa Malaysia Listing Requirements (for public listed companies).
• Acting as an officer of the company and advisor to the Board
  The Company Secretary is the primary point of contact between shareholders and directors, and between company and SSM. He also plays a key role in the event of a corporate exercise (merger, acquisition, disposal, winding up) where he has a duty to ensure the effectiveness of all documentation, ensuring due diligence disclosures, enabling proper commercial evaluation prior to completion of a transaction and timely execution of documentation, etc.