Associate Corporate Board Secretarial Specialist

Corporate Secretarial Administrator
Australia
Monday – Friday, 09:00 – 18:00
Hybrid 

Intro:
We are seeking a proactive and detail-oriented Corporate Secretarial Administrator to join our APAC Corporate Secretarial team in Tokyo. In this role, you will provide professional company secretarial and administrative support to international clients operating in Japan.

As part of our Corporate Secretarial team, you will work closely with clients, regulatory authorities, and internal stakeholders to support corporate governance, statutory compliance, and entity management activities. This position offers excellent exposure to a wide range of corporate structures, regulatory requirements, and business environments, making it an ideal opportunity for individuals looking to develop a career in company secretarial and corporate governance services.

Some of the things you’ll be doing:

Company Secretarial Services

· Provide high-quality company secretarial support to a portfolio of client entities.

· Assist with company incorporations, deregistrations, and other corporate lifecycle events.

· Prepare and coordinate corporate documents, including board resolutions, shareholder resolutions, meeting minutes, powers of attorney, and other statutory documentation.

· Support changes in corporate information, including director, representative director, registered address, and company officer changes.

· Assist in maintaining corporate records and statutory registers in accordance with applicable regulations.

Corporate Administration

· Process client requests relating to the application of company seals and chops.

· Manage incoming and outgoing correspondence, including courier packages and official documents.

· Scan, file, and maintain corporate documentation in electronic document management systems.

· Ensure client records and entity information are accurately maintained in internal databases and entity management systems.

Regulatory and Filing Support

· Assist with statutory filings and submission of corporate documents to relevant authorities.

· Liaise with the Legal Affairs Bureau, Tax Office, banks, and other government agencies as required.

· Support clients with requests relating to regulatory, banking, and compliance matters.

· Monitor filing deadlines and support ongoing compliance requirements.

Client Service and Compliance

· Respond to client inquiries in a timely and professional manner.

· Support client acceptance, due diligence, and compliance procedures where required.

· Build and maintain strong working relationships with clients and internal stakeholders.

· Assist with process improvements and special projects as assigned

What technical skills, experience, and qualifications do you need?

· Degree or diploma in International Liberal Studies, Business Administration, Corporate Governance, Law or a related field.

· Minimum of 2 years' relevant experience, preferably in a corporate services provider, professional services firm, law firm, or similar environment.

· Native-level Japanese language proficiency.

· Business-level English communication skills, both written and spoken.

· Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.

Preferred Attributes

· Strong organizational and time-management skills.

· Excellent attention to detail and accuracy.

· Ability to work independently and manage multiple priorities.

· Proactive, self-motivated, and eager to learn.

· Strong interpersonal and communication skills.

· Ability to adapt to changing priorities and deadlines.

· Collaborative team player with a client-focused mindset.