Role
Based in Singapore & reporting to the CDPQ Director, Legal Affairs in charge of subsidiaries, the successful candidate will work with colleagues and collaborators from CDPQ located in Singapore and various other regions (particularly in Montreal, Province of Quebec, Canada). While showing rigor, professionalism, collaboration, a propensity for teamwork and good organisational skills, he or she will be responsible for the corporate secretarial services of the CDPQ subsidiaries and structures located in the APAC region to comply with the subsidiaries’ corporate maintenance and governance requirements.
Main responsibilities
· With the support of external service providers, wherever applicable, and in collaboration with other teams (e.g. other internal legal teams, investment, financial services, tax, accounting, cash management, administrative, etc.), provide corporate secretarial services as further described below, in relation to about a hundred CDPQ subsidiaries in the APAC region (including Singapore, Australia, India and China), 5 of which are operating entities;
· Act as Company Secretary of the Singapore entities;
· Manage or support the corporate maintenance of the subsidiaries from their constitution to their dissolution (including merger or amalgamation);
· Coordinate board and shareholders’ meetings: prepare, review and validate relevant documents, attend the board and shareholder’s meetings as Company Secretary, ensure the smooth running of these meetings and prepare the minutes thereafter;
· Prepare and maintain corporate records, books and documents of subsidiaries and complete filings to ensure compliance with all relevant corporate laws and regulation;
· Assist in executing and closing transactions (e.g. acquisitions, dispositions, capitalizations, dividend distributions, incorporations and dissolutions, corporate restructuring, mergers, financings, etc.) with regards to corporate documents in collaboration with other internal legal teams and external lawyers;
· Maintain the physical and electronic books and records of the subsidiaries and keep them up to date including board and shareholders’ minutes and resolutions, annual corporate updates, banking, funds flow documentation and other corporate formalities;
· Update relevant information on each subsidiary: directors, officers, delegations, investments, shareholdings, etc. through the appropriate technological tools and platforms;
· Prepare and maintain reports, lists and organizational charts based on available data and collect relevant information primarily to respond to due diligence (KYC) requests on subsidiaries from internal teams, governmental authorities, partners, external parties or financial institutions;
· Ensure that documents and data are reliable and that their entry and retention are executed and maintained in compliance with the CDPQ records management requirements and protocols, including original investment documentation;
· Collaborate on and update templates for standard resolutions and legal documents;
· Collaborate with paralegals of other CDPQ subsidiaries to update information on their subsidiaries;
· Collaborate with the Cash Management team on banking matters;
· Work with and maintain relationships with external corporate secretarial agents and relevant companies registries;
· Obtain signatures while ensuring the compliance of signatures with relevant corporate documents, handle notarisation or legalisation procedures;
· Help update and communicate delegations of authority;
· Act as a contact person for requests for information in connection with subsidiaries and holding structures;
· Participate in various Montreal team meetings and assist in transversal projects and initiatives; and
· Provide other general administrative support as may be required.
Requirements
· Hold a diploma / certification / course in Paralegal Studies or law or any other equivalent combination of training and experience.
· At least 10 years' experience in corporate law preferably in financial services sector in an in-house corporate secretarial team, law firm or professional services firm in Singapore or the APAC region. Experience in Australia, India, China, and Taiwan is preferred.
· An equivalent combination of education and experience will be considered
· Have knowledge of relevant companies law legislation and regulation and corporate governance best practices.
· Being comfortable in a computerized work environment and proficiency in Microsoft Office, Visio and Englobe applications would be an asset.
· Fluency in English, both spoken and written. Knowledge of French language is a plus.
· Singapore citizen or Singapore Permanent Resident.
Skills
· Rigourous and detail oriented
· Team player and collaboration skills
· Excellent interpersonal skills
· Clear and concise verbal and written communication skills
· Strong organisational skills
· Solution oriented and able to prioritize through several requests and work within tight timelines
· Able to work autonomously
· Able to work outside office hours as needed
