Assistant Company Secretary, HK
About Standard Chartered
We are a leading international bank focused on helping people and companies prosper across Asia, Africa and the Middle East.
To us, good performance is about much more than turning a profit. It's about showing how you embody our valued behaviours - do the right thing, better together and never settle - as well as our brand promise, Here for good.
We're committed to promoting equality in the workplace and creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation. This in turn helps us to provide better support to our broad client base.
The Role Responsibilities
- Support the Deputy Company Secretary of Standard Chartered Bank (Hong Kong) Limited (the "Company") in driving high standards of corporate governance and delivering key company secretarial and corporate governance priorities and initiatives in an efficient and sustainable way .
- Serve as the Company Secretary to various Significant Non-Banking Subsidiaries as well as Non-Banking Subsidiaries in Hong Kong.
- Provide advice to the Chairman and Chief Executive Officer on Board/ Board committee agendas to ensure the directors have the right information to make the decisions/ approvals being requested.
- Provide timely and relevant guidance to the Board and senior management on the application and interpretation of legislation, banking regulations, corporate governance guidelines and policies relating to the business of the Company and its subsidiaries.
- Ensure compliance with the Hong Kong Listing Rules (applicable for Standard Chartered PLC) and manage the interface with the Hong Kong Stock Exchange at the working level.
People and Talent
- Through proactive and high quality support to the Deputy Company Secretary, deliver comprehensive agenda and high quality papers for Board / Board Committee of the Company and its subsidiaries.
- Work closely with the Deputy Company Secretary for efficient, effective and sustainable company secretarial practices and process, ensuring compliance with relevant Group Policies, local legal and regulatory requirements.
- Support end to end board process ensuring high quality papers are circulated to the Directors, minutes are drafted on a timely basis with all actions clearly documented and proactively followed up.
- Build and maintain strong stakeholder relations with the Company's Management Committee members and dedicated Accountable Executives of Non-banking subsidiaries to ensure the Group's approach to subsidiary governance is well understood and adhered to.
- Provide support and take ownership of certain aspects of Hong Kong Stock Exchange announcements and the end of year process, including notices and disclosures relating to the annual and interim reports, interim management statement, AGM, dividends and debt programmes. Collaborate and engage with Group Company Secretariat in London and other relevant stakeholders to ensure efficient and cost effect process.
- Work closely with Deputy Company Secretary on Group led projects particularly in respect to share capital, loan stock and debt issuances (Standard Chartered PLC's obligation under the Hong Kong Listing Rules).
- Effective management and development of direct reports, including building strong relationships with the wider regional team and encouraging team collaboration.
- Lead through example and build he appropriate culture and values. Set appropriate tone and expectations from their team and work in collaboration with risk and control partners.
- Ensure the provision of ongoing training and development of people, and ensure that holders of all critical functions are suitably skilled and qualified for their roles ensuring that they have effective supervision in place to mitigate any risks.
- Responsible for identifying, assessing, monitoring, controlling and mitigating risk to the Group. Also, an awareness and understanding of the main risks facing the Group and the role the individual plays in managing them.
- The ability to interpret the Group's financial information, identify key issues based on this information and put in place appropriate controls and measures.
- Ensure that all senior managers clearly understand the sources of authority framework and the process for obtaining approval authority and demonstrating evidence as appropriate to external third parties (includes advisory on the Group Authorised Signatory Book, Group Delegated Authorities Manual and Power of Attorney Policy).
- Manage all entities in Blueprint where named as the Responsible Person ("RP"). Provide blueprint oversight for all other entities in Hong Kong ensuring the RPs fully understand their responsibilities and complete changes to mandatory fields and compliance reviews within the prescribed timelines.
- Provide guidance to all Accountable Executives ("AE") in Hong Kong so they fully understand their responsibilities and complete their six monthly reports the Chief Executive Officer.
- Proactively drive the liquidation process for entities no longer required through collaboration with the AE during the CAAF approval process and the engagement of the liquidator.
- Provide advice to all stakeholders on corporate authorities and work closely with the senior management to ensure relevant board and committee approvals are obtained on a timely basis.
- Ensure all constitutional documents (e.g. Memorandum and Articles) are accurate, up to date and filed with the relevant authorities in a timely manner.
- Maintain statutory records and business registers (including the registers of Members/Directors/Significant Controllers).
- Filing of statutory returns on a timely basis, including without limitation to annual returns, corporate governance report, accounts and regulatory filings relating to the Board.
- Attend to documentation for changes to Board directorship and Company Secretary
- Manage the Annual General Meeting process.
Regulatory & Business Conduct
- Responsible for assessing the effectiveness of the Group's arrangements to deliver effective governance oversight and controls in the business and, if necessary, oversee change in these areas.
- Awareness and understanding of the regulatory framework, in which the Group operates, and the regulatory requirements and expectations relevant to the role.
- Responsible for delivering effective governance, capability to challenge fellow executives effectively, and willingness to work with any local regulators in an open and cooperative manner.
- Display exemplary conduct and live by the Group's Values and Code of Conduct.
- Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct.
- Support the GCS HK Team to achieve the outcomes set out in the Bank's Conduct Principles. Embed a robust process to manage directors conflicts of interest, outside business interests, associated disclosure obligations and internal approvals/ clearances.
- Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters.
- Work closely with the Interim Regional Head, Subsidiary Governance, GCNA and the Deputy Company Secretary to develop, maintain and execute on a robust board succession plan. Maintain an up to date capability matrix and independent director watch list.
- Deliver a tailored induction programme to all newly appointed directors upon appointment.
- Consult, guide and advise the directors on relevant ongoing training in respect to fiduciary duties, director responsibilities and liabilities, governance developments/ issues, strategic priorities and risk management principles. Maintain a log of all training completed.
- Ensure Group led 'linkages' initiatives are fully supported by the directors. Proactively provide information of significance to the Independent Directors, particularly in respect to public information about the Group or any matter that is likely to be reported in the public domain. Work closely with the Chief Executive Officer and liaise with the Regional Head, Subsidiary Governance to ensure alignment
- Maximise the usage of i-pads in respect to paperless board meetings, sc.com e-mail and the independent non-executive director share point site. Proactively manage IT issues and work closely with the Technology & Operations team to ensure timely and sustainable solutions/ guidance is provided to the directors.
Our Ideal Candidate
- Embed Here for Good and Group's brand and values in GCS HK
- Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures
- Multiple functions (double hats)
- Academic or Professional Education/Qualifications (e.g. Law degree, chartered secretary or chartered accountant) with technical knowledge, ideally gained within the financial services sector.
- Associate Member of The Hong Kong Institute of Chartered Secretaries / The Chartered Governance Institute, with at least 7-10 years hands-on solid company secretarial experience, preferably with exposure in banking / financial services industry
- ICSA/HKICS Professional Memberships; i.e. required for roles for continuous development/ improvement/awareness of current practices etc
- Bank training; i.e. mandatory & developmental - role specific, and regulatory/compliance bank wide & role specific,
- Languages; i.e. those required for roles
- Proficiency in English and Chinese, and knowledge of Mandarin is an advantage
Apply now to join the Bank for those with big career ambitions.
To view information on our benefits including our flexible working please visit our career pages . We welcome conversations on flexible working.