Responsibilities
The Corporate Affairs Assistant is responsible for assisting with corporate affairs and branding strategies, as well as managing compliance-related exercises for both internal and external stakeholders.
Duties & Responsibilities (Main Tasks)
Corporate Communication & Branding Strategy
- Assist in the management of corporate communications and branding initiatives that support the company’s positioning, visibility, and engagement goals across internal and external stakeholders.
Visual Communication & Event Timeline Management
- Support the preparation and coordination of marketing and festive-related artworks for both print and digital platforms.
- Manage and maintain structured timelines for all types of corporate and branding events.
Brand Identity Oversight
- Oversee the maintenance of corporate brand identity across all collaterals, including company profiles, websites, internal platforms, pitch decks, proposals, email signatures, letterheads, and greeting cards to ensure consistency and compliance.
Corporate Exercises & Announcements
- Facilitate and coordinate corporate exercises and communication rollouts including announcements, press releases, investor updates, general meetings, and press conferences.
- Ensure smooth execution and alignment with communication protocols.
External Stakeholder Liaison
- Serve as the communication liaison with external parties such as vendors, company secretaries, and PR firm.
- Coordinate the distribution of external communications and press releases and administrative works to internal working groups only.
Regulatory & Compliance Communication
- Ensure document safekeeping and ensure the organisation of folders and filings.
- Maintain accurate documentation and records of corporate activities in compliance with regulatory and internal requirements.
Crisis & Sensitive Communication
- Provide support in basic management of documentations in response to unanticipated, crisis, or sensitive situations.
Corporate Document & Information Management
- Monitor and maintain the accuracy of corporate documents and assets including corporate structure, certifications, milestone achievements, and corporate calendars.
- Ensure materials are consistently updated and accessible, including corporate website and profile updates.
Monthly Project Information Compilation
- Coordinate and compile monthly SES (Sustainable Energy Solution) project information.
- Ensure timely updates, proper time tracking, and clarity in communication for reporting to management.
- (To be assigned when familiarisation of department tasks is of satisfactory)
Annual Reports & Sustainability Reports
- Manage coordination and liaison work for the preparation of Annual and Sustainability Reports, including setting timelines, gathering content, working with designers/writers, and ensuring timely delivery and regulatory alignment.
Press Release Distribution
- Coordinate internal (to working groups, including follow-ups) and external liaison works (limited to PR firms only) for the preparation, approval, and distribution of press releases
Ad Hoc & Cross-Functional Support
- Provide additional communication, coordination, and administrative support as assigned by the department head or management.
- This includes any ad hoc tasks necessary to ensure smooth execution of the above deliverables—such as content checking, data gathering, follow-ups, event assistance, urgent communication drafting, and interdepartmental collaboration.
Duties & Responsibilities (Secondary Tasks)
Proper Filing
Liaise with External and Internal as and when necessary
Track and Coordinate Monthly Project Updates
- Monitor the progress of cross-departmental and group-level projects on a monthly basis by liaising with relevant stakeholders.
- Ensure timely compilation of updates, adherence to deadlines, and accuracy of reported milestones.
- Maintain a centralised and accessible record system for all project trackers to support reporting and quick reference by management.
- Track and coordinate monthly project updates, ensuring proper compilation, time tracking, and accessibility.
Support Event Planning (Internal & External)
- Provide comprehensive coordination support for events, including CSR programs, media briefings, corporate launches, or board engagements.
- Assist in managing timelines, venue arrangements, stakeholder invites, budget estimates, and logistical needs to ensure seamless execution.
- Work closely with vendors, venue partners, internal departments, and management to align on expectations and deliverables.
- Support event planning by coordinating timelines, logistics, and communication.
Managing Event Timelines & Communication Flow
- Prepare and maintain detailed event timelines, ensuring tasks are assigned, tracked, and executed on time.
- Set up and manage related meetings (both internal and external), including calendar invites, agendas, and notes.
- Follow up via emails, WhatsApp messages, or phone calls to ensure prompt coordination and updates are shared with relevant parties.
Maintain and Manage Corporate Affairs SOP
- Ensure that the Corporate Affairs Department’s Standard Operating Procedures (SOP) are current, documented, and adhered to across all activities.
- Update and refine SOPs in line with corporate governance practices, audit recommendations, or new operational developments.
- Support training or knowledge-sharing sessions related to internal protocols when needed.
Uphold Professional Work Ethics & Confidentiality
- Handle all corporate information, documents, and correspondences with the highest level of professionalism, discretion, and confidentiality (P&C).
- Exercise sound judgment in sensitive matters involving corporate governance, board communication, and stakeholder relations.
- Maintain a professional work ethics in handling all corporate matters with all-time P&C manner.
Handle Additional Corporate Assignments
- Take on special projects, ad hoc requests, or high-priority matters assigned by the Head of Corporate Affairs or Senior Management.
- Maintain agility and responsiveness to evolving corporate demands, ensuring tasks are completed with diligence and timeliness.
Manage Invoices & Payment Records
- Coordinate invoicing and payment workflows with both internal finance departments and external vendors/partners.
- Track approvals, ensure proper documentation for audit trails, and maintain systematic records for budget reconciliation and reference.
Maintain Stakeholder Contact Database
- Keep a regularly updated and well-organised contact list of media representatives, journalists, investors, analysts, regulators, and corporate stakeholders.
- Ensure contact records are accurate and easily accessible for communication initiatives, event invites, or press releases.
- Maintain an updated list of Media, Investors/Analysts' contacts.
Cross-Functional Support
- Work collaboratively with Investor Relations, Corporate Affairs, HR, ESG, and other departments to ensure unified messaging across the Group.
Ad Hoc Assignments
- Undertake any other communication-related duties as assigned by the Head of Department or immediate superior.
- Provide quick-turnaround support for urgent matters such as leadership messages, crisis responses, or stakeholder updates.
Compliance as per Company Policies
- Ensures that Environmental requirements and regulations are followed
- Ensures keep responsibility in ensure to use safe work practices for safety and health that comply with Occupational Health and Safety Legislation
- Ensures that the anti-bribery management system is effectively practiced within the scope of work, including the establishment, implementation, maintenance, and regular review of relevant policies and objectives to adequately address the organization’s bribery risks.
Requirements
- Diploma or Bachelor's Degree in Business Administration, Corporate Communication, Public Relations, or related field.
- Minimum 3–5 years of working experience in administrative, corporate affairs, or executive assistant roles. Experience in a listed company or regulated industry is an added advantage.
- Good written and verbal communication in English, other languages are a bonus.
- Proficient in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel), calendar management tools, and document handling systems.
Key Competencies
- Able to manage complex schedules, arrange meetings, take minutes, and coordinate internal correspondences efficiently.
- Acts as a liaison across departments; supports internal communications and follows up on assigned matters from senior management.
- Skilled in handling corporate records, Board documents, and sensitive information with discretion and confidentiality.
- Strong attention to detail with a proactive attitude toward following through on management decisions or tasks.
- Assists in coordinating corporate affairs engagements, preparing briefing papers, and liaising with key stakeholders.
- Ability to multitask, manage competing deadlines, and prioritise work with little supervision.
- Presents a polished, composed, and professional image when communicating with internal and external stakeholders.
- Able to prepare basic reports, summarise stakeholder inputs, track document flow, and maintain records of meeting outcomes or issues raised.
