Corporate Secretary

About BIT

BIT, previously known as Matrixport, is a global organization specializing in digital asset financial services and infrastructure. Established in 2019 and headquartered in Singapore, BIT connects traditional financial sectors with digital asset markets by offering governance-focused financial services and technology solutions. The company oversees assets exceeding US$7 billion and handles trading volumes over US$7 billion monthly. BIT's offerings include custody, trading, asset and wealth management, liquidity and financing products, and tokenized real-world assets, catering to institutional and professional investors worldwide. The company holds regulatory licenses and maintains operations in Singapore, Hong Kong, Switzerland, the United Kingdom, the United States, and Bhutan.

Work Culture

BIT fosters a collaborative environment that encourages openness, transparency, respect, and inclusiveness. They value each team member's contribution and seek individuals with intellectual curiosity and an entrepreneurial spirit eager to impact the cryptocurrency ecosystem and develop innovative products for a broad user base.

Key Responsibilities

• Manage internal workflows and document administration, including initiating and overseeing legal requests such as payment applications, contract executions, and document approvals within the company's management system.
• Monitor the progression of finance approvals, actively following up on any rejected or pending items to ensure timely completion of all workflows.
• Digitally scan, archive, and manage the dispatch and return of all executed original documents, ensuring a complete and auditable record is maintained.
• Maintain an up-to-date master corporate information register for all entities covering shareholder details, directors, share capital, registered addresses, and essential statutory information.
• Coordinate with external company secretarial firms regarding the full lifecycle management of offshore entities including incorporation, registration, dissolution, or striking-off of inactive entities and archive all associated documentation.
• Serve as the internal coordination hub for all corporate changes such as shareholder modifications, director appointments and resignations, and share capital adjustments; manage documentation flow and track changes until official confirmation.
• Ensure proper electronic filing and organization of all corporate documents related to incorporation, dissolution, and other changes, using standardized naming conventions on cloud storage systems.
• Identify and manage statutory compliance deadlines across jurisdictions such as Hong Kong, Singapore, BVI, Cayman Islands, Switzerland, and others, encompassing annual returns, economic substance filings, accounting records, and regulatory submissions.
• Collaborate with internal teams and external secretarial firms to collect necessary data, guarantee timely external filing submission, and verify invoices for services before initiating payments.
• Act as the principal internal resource for queries regarding company information, organizational charts, and register materials, providing standardized documents and delegating complex requests as needed.
• Maintain current group structure charts accessible to authorized internal stakeholders.
• Prepare certified true copies, notarized, and apostilled documents to support finance, business, and legal needs.
• Compile comprehensive KYC documentation for banking, legal due diligence, and financing exercises, ensuring standardized packaging and naming.
• Manage urgent courier logistics for original documents sent to offshore legal or secretarial providers, tracking and confirming receipt.

Qualifications and Experience

• At least 3 to 5 years of relevant experience in corporate secretary or company secretarial roles within legal departments, law firms, or professional service environments.
• Proven expertise in managing offshore entities, particularly in jurisdictions like BVI, Cayman Islands, Hong Kong, and Singapore.
• Experience collaborating with external secretarial and legal firms across multi-jurisdictional portfolios.
• Background in financial services, fintech, digital assets, or complex, multi-entity corporate environments considered a strong advantage.
• Experience in preparing KYC documents, supporting due diligence procedures, or assisting in bank account opening processes is highly favorable.
• Fluency in English and Mandarin (written and verbal) is mandatory due to regular communication with stakeholders across Greater China and Southeast Asia.

Additional Information

By applying, candidates acknowledge understanding and acceptance of the company's privacy policy regarding candidate information.