Associate, Secretariat

DBS · One Island East

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Business Function

Group Legal, Compliance & Secretariat ("LCS") ensures that the bank's interests are protected by zealously guarding and enhancing its reputation and capital. We also work to maintain a good standing with all our regulators, customers, and business partners. Because we believe that at the heart of business banking is to uphold the values of trust and integrity for all our stakeholders.

Principal Responsibilities

This role encompasses a diverse range of secretarial and administrative functions essential to the efficient operation of the Secretariat team, ensuring compliance with regulatory requirements and supporting key organizational meetings.

Administrative and Operational Support

• Provide comprehensive secretarial and administrative support to the Secretariat team.
• Manage office equipment supply and inventory control.
• Maintain accurate leave registers and attendance records.
• Liaise with the IT department for system support and procure office supplies, including stationery and letterheads.
• Collaborate with staff and secretaries from other divisions to collate necessary presentation materials.

Board and Meeting Management

• Assist in the compilation and timely dispatch of board papers to directors.
• Support the seamless execution of board and other meetings, including providing administrative assistance, greeting directors, and coordinating Hong Kong Monetary Authority (HKMA) meetings.
• Facilitate the logistics for management, board, and board committee meetings.

Corporate Secretarial and Compliance

• Aid in drafting routine board and member resolutions for matters arising in the ordinary course of business.
• Assist supervisors with routine tasks and the processing of disclosure forms and regulatory filings.
• Support the updating of the seal register for the execution of deeds and relevant credit-related documents.
• Maintain and update various control lists to ensure compliance with regulatory requirements, including those specified by the Companies Ordinance, Banking Ordinance, Hong Kong Monetary Authority's guidelines, and Securities and Futures Ordinance.
• Implement and maintain robust filing systems for statutory records, legal agreements, minute books, and registers.
• Prepare and generate specified forms for regulatory filings and reporting to the Companies Registry and Securities and Futures Commission.
• Manage the renewal of Business Registration Certificates and other company licenses.

Requirements

• Associate/Fellow member of the Institute of Company Secretaryship and Administration, legal practitioner or degree holder in relevant discipline.
• Minimum 5 years’ of solid corporate secretarial experience with large corporations in Hong Kong.
• Relevant experience with financial institutions would be an advantage 
• Good knowledge of relevant statutory and regulatory requirements as well as standard company secretarial practices
• Strong language capabilities, proficient in English and Chinese
• Strong communication and interpersonal skills
• Meticulous and dedicated to the job

We offer a competitive salary and benefits package and the professional advantages of a dynamic environment that supports your development and recognises your achievements. We regret only shortlisted candidates will be notified.

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