Legal Admin – Corporate Secretarial

Job Description

Legal Admin – Corporate Secretarial

Position Summary

The Legal Admin – Corporate Secretarial is responsible for providing administrative and operational support to the Legal & Corporate Secretary function by ensuring proper management of corporate documents, statutory records, corporate governance documentation, regulatory filings, and coordination with internal stakeholders, external legal counsel, notaries, and government authorities.

Key Responsibilities

Corporate Secretarial Support

• Prepare, organize, and maintain statutory corporate documents.

• Assist in organizing Board of Directors, Board of Commissioners, Shareholders, and committee meetings.

• Prepare Minutes of Meeting (MoM), resolutions, circular resolutions, and other corporate governance documents.

• Maintain and update company statutory books and corporate records.

• Support the preparation and submission of Annual Returns and other mandatory corporate filings.

Corporate Documentation

• Maintain legal and corporate documents in both physical and electronic filing systems.

• Monitor validity periods of company licenses, permits, powers of attorney, and corporate documents.

• Ensure all corporate documents are properly archived and easily retrievable.

Regulatory & Compliance Administration

• Assist in preparing documents required for corporate actions, licensing, and regulatory submissions.

• Coordinate with notaries, government authorities, and regulatory agencies regarding corporate documentation.

• Monitor deadlines for statutory reporting and compliance requirements.

• Support implementation of corporate governance policies and document control.

Legal Administrative Support

• Prepare correspondence, legal letters, and supporting documents.

• Track execution status of agreements and corporate approvals.

• Assist Legal Counsel in document compilation for legal matters.

• Prepare periodic reports related to corporate secretarial activities.

Qualifications

• Bachelor's Degree (S1) in Law.

• Minimum 1–3 years of experience in:

  • Corporate Secretarial

  • Corporate Legal Administration

  • Legal Administration

  • Company Secretarial

• Experience in a law firm handling corporate matters or in-house legal department is preferred.

• Fresh graduates with strong internship experience in Corporate Secretarial may also be considered.

Required Experience

Candidates should ideally have experience in:

• Corporate governance documentation

• Minutes of Meeting (Board/Shareholders)

• Annual Return preparation

• Company licensing administration

• Corporate document management

• Regulatory filing

• Coordination with notaries

• OSS administration (preferred)

• AHU Online (preferred)

• Corporate actions documentation

Skills & Competencies

Technical Skills

• Corporate Secretarial Administration

• Legal Documentation Management

• Corporate Governance Documentation

• Minutes of Meeting Preparation

• Corporate Filing

• Regulatory Compliance Administration

• Microsoft Office

Soft Skills

• High attention to detail

• Strong administrative capability

• Excellent document organization

• Good written communication

• Time management

• Confidentiality and integrity

• Ability to manage multiple deadlines

Preferred Background

Kami lebih mengutamakan kandidat yang memiliki pengalaman pada salah satu atau beberapa area berikut:

• Corporate Secretary

• Corporate Secretarial

• Legal Administration

• Corporate Legal

• Company Secretary

• Corporate Governance

• Corporate Services

• Corporate Legal Assistant

• Junior Associate di law firm dengan fokus Corporate/M&A/General Corporate