Company Secretarial Officer – Private Companies (12 months Contract)

Job description

Position Overview The Company Secretarial Officer supports the Company Secretariat Department by providing effective company secretarial and governance support to a portfolio of Jardine Matheson Group private (unlisted) entities. This role helps ensure business actions and decisions are executed in accordance with applicable legal, regulatory and governance standards. This position reports to the Assistant Secretarial Manager and works closely with other Company Secretariat to deliver accurate and timely outcomes. Key Responsibilities Entity and governance management Manage the company secretarial function for designated operating and non‑operating private subsidiaries in line with Group governance standards Maintain statutory corporate records, including registers of directors, shareholders and other required filings Take primary responsibility for the maintenance and accuracy of the Group’s electronic corporate register system Assist in business re-structuring and other ad-hoc projects in different jurisdictions Board and committee support Coordinate appointments and resignations of subsidiary board and committee members Prepare and coordinate board minutes, circular resolutions and company statements Support the preparation, review and distribution of board and committee papers to an appropriate professional standard Regulatory and statutory compliance Prepare and lodge statutory filings and notifications with local and overseas regulators in a timely manner Support key governance cycles, including AGMs and annual or half‑year reporting where applicable Produce corporate information required by regulators or subsidiary boards and committees Stakeholder and service provider engagement Work collaboratively with other Company Secretariat colleagues across the Group to ensure consistency of processes and procedures Liaise with external company secretarial service providers in offshore jurisdictions (including BVI, Bermuda and others) Support ad‑hoc due diligence requests and other projects initiated by the Company Secretariat or General Counsel Process improvement and professionalism Contribute to the review and refinement of internal policies, systems and procedures to enhance control, consistency and efficiency Maintain a high standard of confidentiality, discretion and professional judgement at all times Promote the values and professional standing of the Company Secretariat with internal and external stakeholders Fluent in written and spoken English & Chinese Relevant 2-3 years of hands-on company secretarial experience, including minute‑taking, meeting coordination and statutory or regulatory filings, ideally within a professional firm or a large-scale in-house group Knowledge of board and committee processes will be a plus. Experience preparing or reviewing board and committee papers Exposure to working across multiple entities and jurisdictions is advantageous High attention to detail with well‑developed organisational and prioritisation skills Ability to work with limited supervision and manage competing deadlines Calm and professional approach, including when working under pressure Sound judgement with a strong sense of confidentiality and discretion Chartered Secretary qualification preferred Immediately available or short notice is highly preferred. Jardine Matheson is a diversified, Asia-focused investment group with a nearly 200-year legacy of long-term value creation. Founded in China in 1832, we invest in and support a portfolio of market-leading businesses across the region. Our purpose is to deliver superior, sustainable returns for shareholders while contributing positively to the communities we serve. At Jardines, we value adaptability, collaboration, integrity, and sound judgment and seek employees who take ownership, embrace challenges, and drive long-term success.