Senior Assistant, Fund Corporate Secretarial @ Vistra

Job Requirements

It’s never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.

We have an exciting opportunity for you to join our team as Assistant / Senior Assistant, Fund Corporate Secretarial. Reporting to the Manager, Fund Services, this full-time and permanent position is based in Malaysia and offers regional coverage, allowing you to make a significant impact to our Fund Services and its’ growth.

Key responsibilities

• Support the Corporate Secretarial team in the creation and maintenance of Master Files in the ViewPoint system, ensuring that information is accurately captured based on the relevant client and entity information provided.
• Perform ongoing updates and maintenance of Master File information in ViewPoint, including updates to client, entity, business unit, relationship management and other relevant information as instructed by the Corporate Secretarial team.
• Assist with the client exit and Master File closure process, including initiating and coordinating the relevant DocuSign workflow to obtain the required sign-offs from the respective departments before the Master File is closed.
• Monitor and follow up on outstanding departmental approvals for client exit requests, and escalate any delays or outstanding items to the relevant Corporate Secretarial team member.
• Assist the Corporate Secretarial team with the creation of ad-hoc packages/projects in SAP, ensuring that the relevant information is accurately entered based on the instructions and supporting information provided.
• Maintain proper records and supporting documentation relating to Master File creation, ViewPoint updates, client exits and SAP requests, ensuring that records are complete and readily available for reference or audit purposes.
• Monitor assigned requests and ensure that administrative tasks are completed accurately and within the agreed turnaround time/SLA.
• Liaise with relevant internal stakeholders and departments to follow up on Master File, client exit, DocuSign and SAP-related requests.
• Maintain and update relevant trackers and status reports, including outstanding and completed requests, to provide visibility to the Corporate Secretarial team.
• Assist in documenting and maintaining standard operating procedures (“SOPs”), process notes and working instructions for the assigned administrative processes.
• Identify opportunities to streamline, standardise or automate repetitive administrative processes, particularly for high-volume tasks involving ViewPoint, DocuSign, SAP and internal trackers.
• Provide general administrative and operational support to the Corporate Secretarial team and undertake other tasks or projects as assigned.
• Undertake general administration and other projects as assigned

Work Experience

Key requirements

Education and experience

• Diploma / Degree in Business Administration, Business Management, Corporate Administration or other relevant disciplines.
• Fresh graduates are encouraged to apply. Candidates with 1 to 2 years of relevant administrative, operations, corporate services or shared services experience would be an advantage.
• Prior experience in a corporate services, fund services, financial services or professional services environment would be advantageous but is not essential.

Systems and technical skills

• Good working knowledge of Microsoft Office applications, particularly Excel, Outlook, Word and Teams.
• Comfortable working with multiple systems and administrative platforms and able to learn new systems quickly.
• Previous exposure to ViewPoint, SAP, DocuSign or similar workflow/entity-management systems would be an advantage.
• Good ability to maintain trackers, records and supporting documentation accurately and systematically.

Core competencies

• Meticulous and detail-oriented, with a strong emphasis on data accuracy.
• Systematic and organised approach to work, with the ability to manage multiple requests and deadlines concurrently.
• Ability to follow established SOPs, checklists and process requirements consistently.
• Able to liaise and follow up professionally with multiple internal stakeholders and departments.
• Strong sense of ownership and accountability for assigned tasks.
• Able to identify incomplete information, discrepancies or unusual requests and escalate them appropriately rather than making assumptions.
• Resourceful, proactive and willing to learn.
• Comfortable working in a fast-paced, deadline-driven environment.
• Willingness to contribute ideas for process improvement, standardisation and automation.