Corporate Secretary

4 days ago


Manila, National Capital Region, Philippines Vena Energy (Philippines) Full time
Job Description

We are seeking an experienced Corporate Secretary to join our team at Vena Energy (Philippines). The successful candidate will be responsible for providing high-level administrative support to our business.

Key Responsibilities
  1. Secretarial Functions: Organize, prepare agendas for, and take/draft minutes of board, shareholder meetings, and annual general meetings (AGMs).
  2. Document Management: Draft resolutions, special powers of attorney, designations, and any other requested documents relevant to the function.
  3. CORPORATE REGISTERS MANAGEMENT: Manage and maintain corporate registers (directorships, shareholdings, resolutions/minutes) for all entities.
  4. BOARD MEETINGS MANAGEMENT: Manage and monitor all corporate obligations including the requirement for board meetings.
  5. RECORDS MANAGEMENT SYSTEM: Maintain the records management system and ensure all records (resolutions, corporate documents, agreements, advice) are accurately filed onsite (hard and soft copy) and offsite at external advisor's premises.
  6. CORPORATE DOCUMENT EXECUTION: Manage the execution, coordination, notarization, and other related activities involving various corporate and transactional documents, assist with the lodgment of corporate documents as required by regulatory authorities or other external parties.
  7. LIAISON WITH EXTERNAL PARTIES: Liaise with external parties on day-to-day queries and the status and completion of tasks.
  8. REGULATORY FILING OBLIGATIONS: Monitor and carry out statutory filing obligations with regulatory entities.
  9. ENTITY INCORPORATION: Facilitate the incorporation of new entities and coordinate all the corporate and regulatory requirements in relation to such incorporation.
  10. GROUP OWNERSHIP STRUCTURE: Oversee and maintain the group's ownership structure and update changes of new entities, shareholdings, and portfolio investments.
  11. FUNDING MOVEMENTS: Monitor and implement documentation on funding movements as required under fund flow memoranda (FFM), and maintain records of FFMs.
  12. LEGISLATIVE AND REGULATORY MONITORING: Monitor changes in relevant legislation and the regulatory environment and take appropriate action.
  13. CORRESPONDENCE AND REPORTS: Deal with correspondence, collate information and write reports, ensuring decisions made are communicated to the relevant company stakeholders.
  14. EXTERNAL REGULATORS AND ADVISERS: Liaise with external regulators and advisers, such as lawyers and auditors.
  15. AD-HOC FUNCTIONS: Fulfill requests related to other ad-hoc company secretary and administrative matters.


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