Corporate Secretary

Shape Success While Safeguarding Time That Matters

Here's a role designed for balance-where your career thrives without consuming your personal life. In this role, you'll sharpen your expertise in accounting and finance while enjoying fixed weekends off and a supportive environment that values your life beyond the office.

Job Description

As a Corporate Secretary, you will manage and maintain all corporate secretarial functions, ensuring timely, high-quality service to both staff and clients. You'll handle compliance, documentation, and relationship management while driving process improvements and safeguarding confidentiality.

Job Overview

Employment type: Full-time

Shift: Day Shift, Weekends Off

Work setup: Onsite, Makati

Salary: PHP 45, PHP 60,000.00

Exciting Perks Await

• Day 1 HMO coverage with free dependent
• Competitive Salary Package
• Prime office location in Makati (easy access to MRT stations, restaurants, and banks)
• Day shift schedule
• Fixed weekends off
• Salary Advance Program through our banking partner (eligibility and approval subject to bank assessment; available to account holders with minimum of 6 months company tenure)
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit )
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used at your discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

The Qualifications We Seek

Essential

• Year 12 Certificate or equivalent
• Sound administration/secretarial experience
• At least 5 years of secretarial experience with corporate knowledge
• Experience with CAS, ASIC, DocuSign, and XERO
• Ability to advise staff and clients on:
• Value of shares
• Need for new constitutions
• Difference between non-beneficially and beneficially held shares
• General corporate matters

Desirable

• Diploma in Administration
• 5+ years of secretarial experience in a professional environment

Skills/Knowledge/Attributes

• Strict confidentiality and discretion
• Proficiency in Microsoft Office Suite; ability to type 70-80 wpm with accuracy
• Strong prioritisation and time management skills
• Ability to perform under pressure while maintaining quality service
• Excellent interpersonal and organisational skills, including professional phone manner
• Keen attention to detail
• Strong listening and communication skills
• Proactive mindset and initiative
• Ability to work independently with minimal supervision
• Adherence to HR policies and procedures
• Professional appearance at all times
• Collaborative and supportive team player
• Respectful, patient, tolerant, reliable, and responsible toward clients, staff, and the public

Your Daily Tasks

Daily

• Check notifications to ensure no lodgements are rejected
• Check annual review deadline alerts
• Update alerts on paid annual reviews to clear

Annual Reviews

• Send passed annual reviews via DocuSign to directors and billing contacts
• Review failed annual reviews, correct issues or prepare forms for client signature and lodgement

Companies

• Prepare annual ASIC company statements
• Change company details, including company name, registered office/business address, officeholders, and shareholders
• Add or update beneficial owners and share certificate numbers
• Prepare deregistration forms and provide PPSR if charges show; notify accountant to forward to client
• Maintain HLB Corporate folder for annual reviews and signed forms via DocuSign; lodge and file returned forms in FYI
• Update email addresses for better client recognition
• Respond to staff and client emails regarding company changes and explain procedures

Trusts

• Add trusts to CAS
• Update unit trusts as required
• Upload deeds to CAS

Business Name Registrations

• Register business names
• Email renewal notices
• Update details (ownership or address changes)

State Revenue Office

• Stamp deeds and ensure compliance

Client Relationships

• Liaise with Partner clients, build trusted relationships, and assist with tasks
• Work with Partners/Managers to filter client queries
• Serve as client contact in Partner's absence
• Attend client meetings to meet, assist, and take minutes

General Administration

• Maintain corporate registers (company and trusts) until returned to clients
• Ensure email addresses are correct and synchronized between Xero and CAS
• Email invoices weekly
• Perform daily clean-ups
• Correct database errors in names

Leadership / Management / Development

• Complete work within set timelines
• Contribute and assist others in the division
• Demonstrate behaviours consistent with HLB Mann Judd's values

Client Relationship Management

• Develop respectful and trusted client relationships
• Identify and respond to client requirements with quality service

Fee Generation / Profitability

• Reuse or save resources where appropriate
• Support the office in meeting budget and profitability targets

Practice Management / Process Improvement

• Assist with ongoing improvement of Business Advisory processes and systems
• Maintain thorough knowledge of current systems and assist in process development
• Support coordination and planning of internal and external events

About the Client

Balancing Tradition and Innovation in Finance

Our client is part of the HLB Mann Judd Australasian Association, a network of award-winning chartered accounting and advisory firms with offices across Australia, New Zealand, and Fiji. With over 40 years of growth and membership in the global HLB International network since 1988, they have built a reputation for excellence. Serving governments, not-for-profits, businesses, and individuals, our client is consistently recognized through Client Choice Awards for being responsive, reliable, and innovative while delivering lasting, positive impact.

Welcome to Emapta Philippines

Join a team that values camaraderie, excellence, and growth. Recognized as one of the Top 20 Dream Companies of Filipinos in 2024, Emapta stands proudly alongside industry giants, offering stability and exciting career opportunities. Your career flourishes here with competitive compensation, international clients, and a work culture focused on collaboration and innovation. Work with global clients across industries, supported by a stable foundation and like-minded professionals passionate about making an impact. We empower your success with opportunities for personal and professional development in an inclusive environment. Apply now and be part of the #EmaptaEra