A company secretary plays a key role in the board. As officers of the company, they have to ensure that all administrative tasks are executed effectively. Moreover, company secretaries are also the liaising party between the company and external entities. However, in Malaysia, this role has a few more responsibilities.  In fact, as outlined by the Companies Act of Malaysia, a minimum of one secretary is mandatory for private limited companies. In fact, the position of a company secretary in Malaysia is one of the top corporate positions in the company. This is because they are in charge of ensuring the company meets all the statutory requirements and abides by all the laws.

How to become a company secretary in Malaysia


Therefore, the company secretary in Malaysia must be aware of the responsibilities they have. They are outlined below:
  • Annual returns: these need to be recorded accurately and filed in time
  • Providing advice: the company secretary is to act as an advisor in meetings for business related matters.
  • Maintain secretarial records
  • Call for and organize the company’s annual general meeting.
  • Agenda preparation as well as recording of minutes of said meeting
  • Display knowledge of all statutory requirements set by regulating bodies
  • Make certain all procedures set by the Companies Act 1965 are followed accurately
  • Protect the board members’ interests
  • Make certain that all business changes must be documented and follow proper regulations.
  • Meet all deadlines set by the regulating bodies
  • Maintain all company paperwork. This includes updating them as necessary.

The process to becoming a company secretary is simple. However, in Malaysia, it is slightly more complex as the role is much bigger. Firstly, in order to be approved as a secretary by the SSM, one needs to meet the following requirements:
  • They are to be a natural person
  • They have to be 18 or above
  • Their main residency has to be based in Malaysia
  • Their criminal record has to be empty
  • They must not be in a state of bankruptcy

Finally, once you have met the requirements stated above, you may file a formal application with the SSM to receive your license. This procedure goes as follows:

Steps to receive a Company Secretary License

Step 1- Preparing and submitting documents

You will have to submit the following to your closest branch office of the SSM:
  • Completed form 48B.
  • Clear copy of your identity card (your residency card if you are not Malaysian).
  • Clear copies of all academic transcripts.
  • Documents to attest to previous and relevant experience.
  • Letter of referral.
  • Passport photos (must be recent).
  • Proof of payment of RM 50 as an application fee.

Step 2- Ensure you have the following qualifications

  • A credit in either English or Bahasa Malaysia
  • Work experience in the fields of either company law or secretarial practice
  • At least five years of work experience in said fields
  • Have a qualification certificate in one of the following:
MAICSA registered Chartered Secretary
MIA registered Chartered Accountant
Law (needs to have passed the Malaysian Bar)

Step 3- Written Examination and Assessing Interview

You will now be asked to sit for an examination, which will test you on the following:
  • Company law/regulations
  • Secretarial practices of the company
  • SSM issued Practice Note and Code of Ethics for Companies Secretaries

After the examination, you will need to attend and in person interview that may quiz you on the same topics.

Step 4- Receiving your license

If you have successfully passed the examination and the interview, you will be asked to pay RM 150. This is a fee for the issuance of the license, which has a validity of three years.
Once the license has expired, you may submit an application for a renewal.

Other key skills

Once you have received your license, you will need to ensure that you have the following skills as well. These skills will be an advantage for you, when you are interviewed by potential employers.

Multilingual

As Malaysia is a multicultural country, several languages are spoken here. English is widely used as the language for business. However, fluency in Bahasa Malaysia, Mandarin Chinese and Tamil will be pose as an advantage.

Time management and multitasking

Displaying a keen sense of time management and the ability multitask is a must. As a company secretary you will be tasked to handle several projects at once. Thus, you will need to ensure they are all done in time.

Leadership and communication skills

Company secretaries in Malaysia are officers of the board. As such, they occupy a senior position in the company. Thus, displays of leadership skills are a must to delegate tasks to employees. Moreover, as the primary liaising party between the company and external entities, good communication is key.

Read Also: What are the powers of a company secretary in Malaysia? -At Trade Consultancy