Corporate Secretarial 公司法定秘书

马来西亚公司秘书的角色和责任

委任 公司秘书 是合规要求的一部分 – 每家公司必须至少委任一名秘书（公司可以聘用一名以上的秘书）。
 
公司秘书的资格
担任公司秘书的资格条件如下：
1. 他或她应该是自然人，并且是在马来西亚居住（主要居住地或唯一居住地）的成年人（18岁），以及
2. 他或她是特许会计师（在马来西亚会计师协会（MIA）注册），或
3. 他或她是特许秘书（在马来西亚特许秘书和行政人员协会（MAICSA）注册），或
4. 他或她是持牌秘书（由马来西亚公司委员会许可为公司秘书），或
5. 他或她是律师（在马来西亚律师事务所或相关部门注册）
6. 根据公司法令第130（1）条文，他或她不得是破产人士，也没被判犯有任何罪行。
 
公司秘书的角色和责任
秘书协会概述了马来西亚公司秘书的角色和职责，该协会由马来西亚公司委员会管理和监管。

以下是公司秘书的责任：

1. 公司职员和董事局顾
•    他或她熟悉公司组织章程大纲的条文。
•    他或她精通多种法定和监管机构的合规条例。
•    他或她有责任确保遵循正确的程序，以及公司法令。

2. 遵守法定要求和作顾问
•    公司秘书有责任确保公司遵守公司法令的条规。
•    他或她担任公司的正式联络人，与马来西亚公司委员会（SSM）沟通，并负责准备和提交所规定的申报事务。
•    他或她必须确保公司的资料若有任何变更，必及时向当局提交完整的更新[相关规定]提交。
•    公司秘书应就举行公司年度股东大会的日期向董事会提供意见。

3. 筹备董事局会议
•    公司秘书必须出席任何董事局会议，并在必要时提供与公司秘书事宜有关的一般建议。
•    公司秘书是股东与公司之间的链接。换言之，他或她将发出通知（传送决议），并就任何股东大会及常年股东大会（AGM）或临时股东大会（EGM）与股东联络。

4. 提交年度申报
公司秘书还负责在所规定的截止日期前完成并及时提交公司的年度申报和完整账目。

5. 保管公司印章
他或她有责任确保公司印章被安全保管

6. 主要联系人
公司秘书是机构和其他股东的主要联系人，特别是在公司治理方面。

除了以上的责任外，公司秘书还是公司实行收购、出售和并购事宜的关键成员。同时，秘书确保所有文件的有效性，确保尽职调查披露，实现适当的商业保护，保护公司的利益，还有在交易完成前做恰当评估、确保及时执行文件等。
每家公司必须委任至少一名公司秘书，这是强制性的法规要求。如果您在委任公司秘书时需要任何帮助，请随时联系我们。


Corporate Secretarial Services – Roles and Responsibilities of a Company Secretary in Malaysia

The appointment of a company secretary is a mandatory compliance requirement. Every company must appoint at least one company secretary, although more than one can be employed.

Qualifications of a Company Secretary:

To qualify as a company secretary in Malaysia, the following criteria must be met:
1. The individual must be a natural person, residing in Malaysia (primary or sole residence), and at least 18 years old.

2. The person must be:

• A chartered accountant (registered with the Malaysian Institute of Accountants - MIA), or
• A chartered secretary (registered with the Malaysian Association of the Institute of Chartered Secretaries and Administrators - MAICSA), or
• A licensed secretary (licensed by the Companies Commission of Malaysia - SSM), or
• A lawyer (registered with the Malaysian Bar or relevant legal body).

3. In accordance with Section 130(1) of the Companies Act, the individual must not be an undischarged bankrupt or convicted of any criminal offenses.

Roles and Responsibilities of a Company Secretary:

The roles and duties of a company secretary in Malaysia are regulated by the Companies Commission of Malaysia (SSM). Below are some key responsibilities:
1.  Adviser to Company Officers and the Board

• The company secretary is familiar with the company's memorandum and articles of association.
• They are well-versed in compliance regulations from various statutory and regulatory bodies.
• They ensure the correct procedures are followed and that the company complies with the Companies Act.

2. Compliance and Advisory Duties

• The company secretary ensures the company adheres to the regulations under the Companies Act.
• They act as the official liaison between the company and the Companies Commission of Malaysia (SSM) and are responsible for preparing and submitting statutory returns.
• They must promptly update the authorities if there are any changes to the company’s information.
• The company secretary advises the board on the timing of the company's annual general meeting (AGM).

3. Preparation of Board Meetings

• The company secretary is required to attend board meetings and, if necessary, provide general advice related to company secretarial matters.
• They serve as the link between the shareholders and the company, ensuring that notices (including resolutions) are sent and that communication regarding shareholders' meetings, such as AGMs or extraordinary general meetings (EGMs), is handled efficiently.

4. Annual Return Filing

• The company secretary is responsible for completing and filing the company's annual returns and full accounts within the stipulated deadlines.

5. Custodian of the Company Seal

• They are responsible for ensuring the company seal is safely kept.

6.  Key Contact Person

• The company secretary acts as the primary point of contact for institutions and other shareholders, particularly in matters related to corporate governance.

In addition to these responsibilities, the company secretary plays a crucial role in corporate acquisitions, sales, and mergers. They ensure the validity of documents, perform due diligence, safeguard the company’s interests, assess transactions before completion, and ensure timely execution of documents.

Every company is required to appoint at least one company secretary, as it is a legal obligation. If you need assistance with the appointment of a company secretary, feel free to contact us.