As businesses grow and expand, having a reliable and efficient secretary to support daily operations becomes increasingly essential. A secretary manages administrative tasks, organizes meetings, handles correspondence, and ensures the office runs smoothly. However, hiring a company secretary in Singapore can be challenging if you need help knowing where to start. This blog will discuss some key factors when hiring a secretary in Singapore.
Critical factors To Ensure Before Hiring Company Secretary in Singapore
Following are some of the things you need to know before starting your hiring process for a company secretary in Singapore.
1. Familiar with Singapore Company law
The Companies Act in Singapore is a comprehensive legal act that gives information about the recruitment processes and procedures of the company. It also states the responsibilities of a company secretary in Singapore.
Apart from the Singapore Companies Act, the company secretary should also be familiar with the rules set by ACRA and the annual requirements a company must fulfill to renew its registration.
2. Communication Skills
The company secretaries must possess outstanding communication skills as they deal with stakeholders, directors, and others. They serve as a communicator between directors and stakeholders, especially when it comes to conducting essential company functions like Annual General Meeting (AGM).
3. Financial Management skills
A company secretary has to deal with different dependents of a company, including the finance department. Hence, the company secretary must have sufficient financial management skills to ensure the economic efficiency of the business.
4. Determine your needs.
Before starting the hiring process, it’s essential to determine the specific tasks and responsibilities that your secretary will be expected to handle. This will help you create a job description accurately reflecting the role’s requirements. Consider the level of experience, skills, qualifications you require, and any specific industry knowledge or software proficiency that might be necessary. This will help you attract suitable candidates and find a secretary to meet your needs.
5. Conduct Thorough references
Interviews are an integral part of the hiring process, as they provide an opportunity to know the candidate and judge their suitability for the position. When interviewing potential secretaries, ask questions relevant to the position’s requirements. For example, if you require proficiency in Microsoft Office or other software programs, ask the candidate about their experience with these tools. Additionally, be sure to ask questions that can help you to assess the candidate’s communication skills, organizational ability, and attention to detail.
6. Check the references and credentials.
Before applying for the company secretary post in Singapore, conducting a thorough background check is essential. This should include checking references, verifying educational credentials and work experience, and fulfilling any necessary background checks. This will help you know that the candidate has the required skills and qualifications to perform the role effectively and has a track record of success in previous roles.
7. Evaluate Cultural fit
In addition to assessing a candidate’s skills and qualifications, evaluating their cultural fit within your organization is essential. This can be a critical factor in determining whether a candidate will be successful in the role and will be able to work effectively with other members of your team. When evaluating cultural fit, consider factors such as the candidate’s communication style, work ethic, and ability to adapt to different working types.
8. Provide proper training
Once you have hired a company secretary in singapore, providing them with the proper training and support is essential to help them succeed in their role. This may include providing on-the-job training, access to training resources, and ongoing feedback and support. By investing in the development of your secretary, you can help to ensure that they have the necessary knowledge and skills to perform their role effectively and make a valuable contribution to your organization.
9. Utilize job portals and recruitment agencies.
Several job portals and recruitment agencies in Singapore specialize in placing secretaries and administrative professionals. These platforms can help you to find qualified candidates quickly and efficiently. Create a clear and concise job description highlighting the role’s key responsibilities when using a job portal. This will help to attract qualified candidates who are a good fit for your organization. When working with a recruitment agency, communicate your specific needs and requirements, and provide feedback throughout the hiring process.
Hiring the right company secretary in Singapore can reduce the worries of the legal authorities connected with you. Hiring a company secretary in Singapore can be a complex and challenging process. Still, by following these key steps, you can increase your chances of finding a qualified candidate who can help to support your daily operations and drive your business forward. Remember to define your needs, utilize job portals and recruitment agencies, conduct thorough interviews, check references and credentials, evaluate cultural fit, and provide proper training and support. Doing so lets you find a secretary who is a good fit for your organization and can help support your success.
1. How can I appoint a company secretary in Singapore?
A company can appoint a new company secretary through a vote of the company directors, also known as a director or board resolution. The appointed secretary must also complete a consent to act as secretary known as form 45B.
2. Can a foreigner be a Company secretary in Singapore?
A VCC must appoint a secretary within 6 months from its incorporation date. A company secretary must be a natural person and a resident of Singapore.
3. What are the three duties of a company secretary?
The duties of the Company Secretary are listed below
- Filing certain statutory books
- Maintaining the statutory books and records of the company
- Ensuring that subsidiary entity governance is kept in good standing in all jurisdictions.