Head of Company Secretarial Department

Head of Company Secretarial Department (HK List Co) Job Description: Company Secretary (Hong Kong Listed Company) Position Overview We are seeking a highly experienced company secretarial professional to be appointed as the successor to the Named Company Secretary of our client - a Hong Kong Stock Exchange (HKEX)-listed company. Reporting directly to the senior management, the appointee will assume full statutory responsibility as Company Secretary under the Hong Kong Listing Rules and the Hong Kong Companies Ordinance, while also serving as the principal advisor to the Board of Directors and senior management on all matters of corporate governance, regulatory compliance, and secretarial practice. Key Responsibilities Assume the statutory role and responsibilities of Company Secretary under Section 474 of the Companies Ordinance (Cap. 622) and Rule 3.28 / Rule 8.17 of the HKEX Listing Rules, including formal appointment by the Board. Design, implement, and continuously enhance the Group’s corporate governance framework to ensure full compliance with the Hong Kong Listing Rules, Corporate Governance Code (Appendix C1 of the Main Board Listing Rules), SFO disclosure requirements, and other applicable statutory and regulatory obligations. Provide comprehensive secretarial support to the Board and its committees (including Audit, Remuneration, Nomination, and ESG/Sustainability Committees): prepare board and committee agendas, board packs, minutes, written resolutions, and annual calendars in accordance with best governance standards. Oversee all HKEX announcements, circulars, interim and annual reports, ESG reports, and other continuous disclosure obligations; ensure timely and accurate filings with the HKEX and SFC as required. Manage general meetings (AGM/EGM), including drafting notices, proxy forms, scripts, and coordinating with share registrars and legal advisors. Maintain and update all statutory records, registers (directors, members, charges, significant controllers), and filings with the Hong Kong Companies Registry. Monitor legislative and regulatory changes affecting listed companies in Hong Kong (e.g., Listing Rules amendments, SFC codes, Companies Ordinance updates) and proactively advise the Board and management on implications and required actions. Lead inside information assessment and disclosure processes; coordinate with legal, finance, and IR teams on material announcements. Act as the primary liaison with shareholders, institutional investors, regulators (HKEX, SFC), professional advisers, and the share registrar on governance and secretarial matters. Develop and periodically review the Group’s governance policies, Board charters, terms of reference of committees, delegation of authority, and related internal guidelines. Provide induction and ongoing training to directors and senior executives on their statutory duties, Listing Rules obligations, and corporate governance best practices. Identify, assess, and mitigate corporate governance and secretarial risks; support the Risk Committee and internal audit where relevant. Qualifications and Experience Minimum 10 years experience, with at least 6 years serving as Named Company Secretary (or Deputy/Assistant with direct responsibility) of one or more companies listed on the Main Board of the HKEX. Meets the qualification and experience requirements under HKEX Listing Rule 3.28. Deep technical knowledge of the Hong Kong Listing Rules, Companies Ordinance, SFO, Takeovers Code, Corporate Governance Code, and related SFC guidelines. Proven experience handling complex listed‑company transactions (e.g., IPOs, M&A, connected transactions, notifiable transactions, rights issues, share buy‑backs). Familiarity with dual or secondary listing regimes (e.g., Chapter 19C weighted voting rights, mainland China issuers) is an advantage. Skills and Competencies Exceptional attention to detail combined with strong strategic and commercial awareness. Outstanding drafting, communication, and presentation skills; fluency in written and spoken English and Chinese (Cantonese and Putonghua) highly desirable. Ability to influence and advise at Board and C‑suite level with diplomacy and authority. Strong project management skills and ability to manage multiple deadlines in a fast‑moving listed environment. Proficiency in CSA software, Diligent Boards, or equivalent board portal and governance systems. Seniority level Director Employment type Full‑time Job function Consulting, Other, and Management Industries Financial Services, Professional Services, and Legal Services #J-18808-Ljbffr