1What is a company secretary?什么是公司秘书？
A company secretary is a statutory officer of a company — not merely an administrative assistant. They are the company's compliance backbone: keeping its statutory records in order, filing the right documents with the Companies Commission of Malaysia (SSM) on time, and making sure the board and shareholders act within the law.
公司秘书是公司的法定高级职员（statutory officer），并非一般的行政助理。公司秘书是公司合规的中枢：负责妥善保存法定记录、按时向马来西亚公司委员会（SSM）提交正确文件，并确保董事会与股东的行为符合法令。
For most small and medium companies, the secretary is also the main point of contact with SSM and a practical adviser on day-to-day corporate matters — from changing directors to issuing new shares.
对大多数中小型公司而言，公司秘书同时是与 SSM 沟通的主要联系人，也是日常公司事务的实务顾问 —— 从更换董事到发行新股都可协助处理。
2The legal framework法律框架
The role is governed by the Companies Act 2016, which replaced the Companies Act 1965. Under the Act, appointing a secretary is not optional.
公司秘书的角色受《2016年公司法令》（Companies Act 2016）规范，该法令已取代1965年公司法令。根据法令，委任公司秘书并非可有可无。
A company may appoint more than one secretary, but at least one must satisfy the residency requirement.
公司可委任超过一名秘书，但至少一名须符合上述居住地要求。
3Who can be a company secretary谁能担任公司秘书
A person qualifies to act as a company secretary if they are either a member of a prescribed professional body or licensed by SSM.
符合以下任一条件者，方可担任公司秘书：属于指定专业团体的会员，或持有 SSM 颁发的执照。
Prescribed professional bodies include:指定专业团体包括：
- Malaysian Institute of Chartered Secretaries and Administrators (MAICSA)马来西亚特许秘书及行政人员公会（MAICSA）
- Malaysian Association of Company Secretaries (MACS)马来西亚公司秘书协会（MACS）
- Malaysian Institute of Accountants (MIA)马来西亚会计师公会（MIA）
- Malaysian Institute of Certified Public Accountants (MICPA)马来西亚注册会计师公会（MICPA）
- The Malaysian Bar, Sabah Law Association, or the Advocates' Association of Sarawak马来西亚律师公会、沙巴律师协会或砂拉越律师公会
4Key duties & responsibilities主要职责与义务
The secretary's work broadly falls into these areas:
公司秘书的工作大致分为以下几方面：
| Area范畴 | What it involves具体内容 |
|---|---|
| Statutory compliance法定合规 | Maintain statutory registers (directors, members, charges); lodge SSM filings within deadlines; keep the company's records at the registered office.保存法定记录册（董事、股东、抵押）；在期限内向 SSM 提交文件；将公司记录保存于注册地址。 |
| Board & governance董事会与治理 | Arrange board meetings, prepare agendas and papers, record minutes and resolutions, and advise directors on their duties.安排董事会议、准备议程与文件、记录会议记录与决议，并就董事职责提供意见。 |
| Shareholder matters股东事务 | Organise AGMs/EGMs, issue notices, handle share transfers and allotments, and process dividend documentation.筹办常年 / 特别股东大会、发出通知、处理股份转让与配发，并办理股息相关文件。 |
| Corporate changes公司变更 | Process changes in directors, shareholders, company name, registered address, and constitution.办理董事、股东、公司名称、注册地址及公司章程的变更。 |
| SSM liaison与 SSM 沟通 | Act as the company's contact with SSM and monitor changes in law that affect the company.作为公司与 SSM 的联系人，并留意影响公司的法令变动。 |
5Appointment, resignation & removal委任、辞职与撤换
Appointment委任
The board passes a resolution naming the secretary, the appointee gives written consent, and the company notifies SSM. The company's registers are then updated.
董事会通过决议委任秘书，受委人签署书面同意书，公司随后通知 SSM，并更新公司记录册。
Resignation & removal辞职与撤换
A secretary may resign by giving written notice per their contract; a company may remove a secretary by board resolution. Either way, the change must be recorded and notified to SSM.
公司秘书可依合约以书面通知辞职；公司亦可通过董事会决议撤换秘书。无论哪种情况，变更都必须记录并通知 SSM。
6Vacancy & disqualification空缺与失格
A person is disqualified from acting as a secretary if they are an undischarged bankrupt, or have been convicted of an offence involving fraud, dishonesty or bribery. A secretary who becomes disqualified must inform the company immediately.
若某人属未获解除破产者，或曾被判涉及欺诈、不诚实或贿赂的罪行，则丧失担任公司秘书的资格。一旦失格，公司秘书须立即通知公司。
7Why compliance matters为何合规很重要
Missing filings or letting the secretary's office stay vacant can expose the company and its directors to compounds (fines) and, in serious cases, prosecution or strike-off. A good secretary keeps you ahead of deadlines so small oversights never become expensive problems.
漏报文件或让公司秘书职位长期空缺，可能使公司及其董事面临罚款（compound），情况严重时甚至遭检控或被除名（strike-off）。称职的公司秘书会提前提醒您各项期限，避免小疏忽演变成昂贵的问题。
8In-house vs outsourced自聘 vs 外包
Large corporations may employ an in-house secretary, but for most SMEs it is more cost-effective to outsource to a licensed secretarial firm. You get qualified, up-to-date expertise without the cost of a full-time hire — and you are never caught out by the residency or licensing requirements.
大型企业或会聘请专职公司秘书，但对多数中小企业而言，将此项服务外包予持牌秘书公司更具成本效益。您可获得合格且与时并进的专业服务，无需承担全职聘用的成本，也不必担心居住地或执照要求无法满足。
Frequently asked questions常见问题
Does a small or dormant company still need a secretary?小型或休眠公司也需要公司秘书吗？
Can a director also be the company secretary?董事可以兼任公司秘书吗？
How quickly must changes be filed with SSM?变更须多快向 SSM 提交？
Can I switch my company secretary to Hoong Dai?可以把公司秘书转到宏徕吗？
Let Hoong Dai be your company secretary让宏徕担任您的公司秘书
Serving businesses in Johor Bahru and across Malaysia since 1993. Licensed, bilingual, and deadline-driven — so you can focus on running your business. 自1993年起服务柔佛新山及全马企业。持牌、双语、准时可靠 —— 让您专注于经营事业。
Disclaimer: This guide is general information only and is not legal advice. Legislation and SSM practice may change. For advice on your specific situation, please consult us or refer to the Companies Act 2016 and SSM guidelines. 免责声明：本指南仅供一般参考，不构成法律意见。相关法令及 SSM 实务可能有所变动。如需针对个别情况的建议，请联系我们，或参阅《2016年公司法令》及 SSM 指南。