Institute Secretary (Company secretarial )

Job Purpose

Reporting to the Chief Executive Officer (CEO), the incumbent will play a key role in supporting the governance and administrative functions of the Institute by providing high-quality secretarial support to the Council and Committees. This includes coordinating meetings and events, managing communications with Council and Committee members, preparing meeting documentation, and supporting member appointments and onboarding activities. The role also contributes to the effective implementation of corporate governance initiatives and ensures smooth operation of governance processes in alignment with the Institute’s objectives.

Job Duties

Governance and Secretarial Support

• Lead the end-to-end planning, coordination, and execution of Council meetings and luncheons, quarterly Committee meetings, Annual General Meetings (AGM), and other governance-related meetings and events.

• Serve as the designated secretary to the Council and Committees, acting as the primary point of contact to the Council and Committee members on all governance matters, meeting protocols and procedures.

• Provide comprehensive secretarial and administrative support, including the timely preparation, quality assurance and distribution of agendas, PowerPoint presentations, minutes, and other governance documentation.

Meeting and Event Coordination

• Plan, organize, and coordinate Council and Committee meetings, events, and activities in accordance with established schedules, timelines and governance requirements.

• Liaise with internal departments and external stakeholders to ensure all meeting materials, reports, and inputs are prepared, reviewed and delivered on time.

Council and Committee Administration

• Manage the full lifecycle of Council and Committee membership, including appointment, re-appointment, resignation, and succession planning processes.

• Coordinate orientation programmes, onboarding arrangements, and the preparation of tailored briefing materials to facilitate the effective integration of new members.

• Maintain accurate and up-to-date records and documentation relating to Council and Committee activities, ensuring strict compliance with governance and statutory requirements.

Corporate Governance Framework Support

• Assist in the implementation and ongoing enhancement of the Institute’s corporate governance framework, including the review and refinement of policies, bye-law and procedural documents.

• Support governance-related projects, strategic initiatives, and administrative processes to ensure compliance with applicable regulations and institutional requirements.

Stakeholder Engagement and Relationship Management

• Develop and maintain effective working relationships with Council and Committee members, senior management, regulatory bodies and external stakeholders to facilitate smooth governance operations, transparent communication and informed decision-making.

• Collaborate closely with the supervisor to coordinate overseas institutional partnerships, international conference participation, and delegation visits, including planning, preparatory work and on-site support if required.

Ad Hoc Duties

• Perform other responsibilities and projects as assigned by the supervisor to support the Institute’s governance and strategic objectives.
  
   

JOB REQUIREMENTS

• Degree holder in Business Administration, Corporate Governance, Company Secretarial Practice, or related disciplines.

• Membership of CGI/HKCGI (or equivalent professional qualification) is preferred.

• 5–8 years of relevant experience in corporate secretarial, governance, or administrative functions, preferably gained from professional bodies, institutes, councils, associations, or academic institutions.

• Solid understanding of corporate governance principles, committee administration, and secretarial practices.

• Excellent planning, coordination, and organizational skills with a strong attention to detail.

• Strong time management skills with the ability to manage multiple priorities and meet tight deadlines.

• Self-motivated, proactive, and able to work independently with a positive and can-do attitude.

• Strong interpersonal and communication skills, with the ability to collaborate effectively with stakeholders at all levels.

• Proficient in MS Office applications, including Word, Excel, PowerPoint, Outlook & AI Tools

• Excellent command of spoken and written English and Chinese.

 

Interested parties may send your application with your resume by clicking "Apply Now".

Applicants are welcomed to visit our website  for further information about the institute.

Data collected will be used for recruitment purposes only. Personal data provided by job applications will be used strictly in accordance with the Personal Data (Privacy) Ordinance. We regret that only the shortlisted candidates will be notified.