Standard Chartered—Company Secretarial Assistant

Job description

Description: Key Responsibilities Strategy Purpose: To assist the Company Secretary, SC Ventures in providing full corporate secretarial services and governance advisory to support the activities of SC Ventures across your portfolio. • Supporting the SC Ventures Company Secretary in all matters to ensure compliance by SC Ventures and venture companies and directors with (i) local regulatory requirements and (ii) Group policies/standards/guidelines. • Support provision of company secretarial advice and transactional support for projects and transactions. • Promote a culture and practice of good conduct of business and adherence to all corporate secretariat Policies and Standards. • Together with SC Ventures Company Secretary, manage corporate secretarial out-sourced service providers on behalf of venture companies. • Working closely with the investment team members for investments under the SCV managed investment funds, provide backup and support to each other. • Maintain contact with SC Escalation Appointee or their designated key member of all associated/ joint venture entities to be informed of any change or update to corporate information of these underlying associated/ joint venture entities and to update Blueprint accordingly. • Act as the point of contact in SC Ventures in relation to corporate information that may be required by members of SC Ventures or other stakeholders in the Group. Business • Provide input into corporate action approval forms for venture entities/ investments and provide company secretarial support to bring transactions to closure. • Assist in the incorporation process of venture entities with the assistance of corporate secretarial out-sourced service providers and ensuring the venture governance model is adopted by the venture. • Support Accountable Executives and Responsible Persons (RP) in updating Blueprint and acting as RP for local subsidiaries and investments, as required. Board Support • Assist SC Ventures Company Secretary and/or the dedicated venture Company Secretary (where in place) in arranging board meetings and all aspects of board logistics to ensure a smooth running, including but not limited to arranging off-sites, meetings out of Singapore and audio/ video conference facilities, preparing and distributing board meeting documentation. • Coordinate and follow through the execution of all board resolution and minutes, including any underlying documents approved to be signed. • On behalf of venture entities, coordinate and obtain approvals and document sign offs from shareholder(s) of venture entities. • Assisting the SC Ventures Company Secretary in the on-boarding and induction of INEDs and NEDs for Group entities. • Maintain a systematic database of all venture entities board meeting details (which should include, attendance, agenda, board papers, minutes and resolutions). Processes • Draft minutes of meetings with or without the assistance of corporate secretarial out-sourced service providers. Prepare board and shareholder resolutions including ensuring all relevant documents and filings pursuant to the resolutions are made in connection with annual compliance matters, adhoc approvals and corporate transactions. • Maintain soft copies of all final and executed/signed documents in shared server. • Maintain and safe keep physical documents and registers (where necessary), ensuring files are up to date. • Ensure all corporate secretarial information is updated into Blueprint. POA Coordinator • POA Coordinator to Senior POA Holder and point of contact in SC Ventures to manage, process and monitor all POAs issued to members of SC Ventures. • Prepare POAs, working with Legal (where necessary) and ensuring appropriate internal approvals/ sponsorships are obtained. • Follow through POA execution and if required, coordinate and manage the notarisation and/ or legalisation process. • Maintain timely records of POAs issued monitor and manage the renewal process, including coordinating any POA revocation process. • Obtain relevant dispensation in the event the requirement under POA is different from standard POA for SC Ventures. • Provide full support to Senior POA Holder and where relevant, also to Accountable Executives to enable them to give timely and accurate confirmation/ attestation to Group. People & Talent • Lead through example and build the appropriate culture and values. Set appropriate tone and expectations from their team and work in collaboration with risk and control partners. • Ensure the provision of ongoing training and development of people, and ensure that holders of all critical functions are suitably skilled and qualified for their roles ensuring that they have effective supervision in place to mitigate any risks. • Employ, engage and retain high quality people, with succession planning for critical roles. • Responsibility to review team structure/capacity plans. • Set and monitor job descriptions and objectives for direct reports and provide feedback and rewards in line with their performance against those responsibilities and objectives. Risk Management • Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters. Governance • Responsibilities relating to the direction, planning, structure, frameworks (e.g processes and policies) and oversight. For example, Responsible for assessing the effectiveness of the Group’s arrangements to deliver effective governance, oversight and controls in the business and, if necessary, oversee changes in these areas; Awareness and understanding of the regulatory framework, in which the Group operates, and the regulatory requirements and expectations relevant to the role. Regulatory & Business Conduct • Display exemplary conduct and live by the Group’s Values and Code of Conduct. • Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct. Key stakeholders • SC Ventures Company Secretary • SC Ventures Corporate Secretariat • SC Ventures Infrastructure Leads • Venture entities CEO/ Lead and their key management team Other Responsibilities • Assist SC Ventures and venture entities on arranging necessary certify true copy or notarisation or legalisation where required. • Submitting and processing invoices related to corporate secretarial out-sourced service providers, including legal fees where it relates to work done for corporate secretarial matters. • Venture entities’ point of contact for corporate KYC documents (including shareholders and Group corporate information) required for business set-up and operationalisation matters. Skills and Experience - Manage Conduct - Manage Risk - Manage People Qualifications • Qualified Company Secretary • Academic or Professional Education/Qualifications (e.g. Law degree or chartered secretary ) with company secretarial technical knowledge and experience, ideally gained within the financial services sector. • Highly meticulous with good organisational ability, able to manage multiple projects and priorities. • Strong IT skills and technologically savvy, willing to learn new ways of doing things efficiently in a fast moving, evolving, start-up environment. • Good working knowledge of “Blueprint One World” a plus. • Self-motivated with good interpersonal skills, able to work as an individual contributor and team player, collaborating effectively across functions and jurisdictions. About Standard Chartered We're an international bank, nimble enough to act, big enough for impact. For more than 170 years, we've worked to make a positive difference for our clients, communities, and each other. We question the status quo, love a challenge and enjoy finding new opportunities to grow and do better than before. If you're looking for a career with purpose and you want to work for a bank making a difference, we want to hear from you. You can count on us to celebrate your unique talents and we can't wait to see the talents you can bring us. Our purpose, to drive commerce and prosperity through our unique diversity, together with our brand promise, to be here for good are achieved by how we each live our valued behaviours. When you work with us, you'll see how we value difference and advocate inclusion. Together we: - Do the right thing and are assertive, challenge one another, and live with integrity, while putting the client at the heart of what we do - Never settle, continuously striving to improve and innovate, keeping things simple and learning from doing well, and not so well - Are better together, we can be ourselves, be inclusive, see more good in others, and work collectively to build for the long term What we offer In line with our Fair Pay Charter, we offer a competitive salary and benefits to support your mental, physical, financial and social wellbeing. - Core bank funding for retirement savings, medical and life insurance, with flexible and voluntary benefits available in some locations. - Time-off including annual leave, parental/maternity (20 weeks), sabbatical (12 months maximum) and volunteering leave (3 days), along with minimum global standards for annual and public holiday, which is combined to 30 days minimum. - Flexible working options based around home and office locations, with flexible working patterns. - Proactive wellbeing support through Unmind, a market-leading digital wellbeing platform, development courses for resilience and other human skills, global Employee Assistance Programme, sick leave, mental health first-aiders and all sorts of self-help toolkits - A continuous learning culture to support your growth, with opportunities to reskill and upskill and access to physical, virtual and digital learning. - Being part of an inclusive and values driven organisation, one that embraces and celebrates our unique diversity, across our teams, business functions and geographies - everyone feels respected and can realise their full potential.