Company Secretary

A Company Secretary (CS) plays a vital role in ensuring a company's compliance with legal and regulatory requirements. Here's a comprehensive job description for a Company Secretary:

Job Title: Company Secretary

Job Summary:

The Company Secretary (CS) is responsible for ensuring that the company complies with all statutory, legal, and regulatory requirements. The CS also provides guidance to the board of directors on governance, risk management, and best practices, while also handling various administrative and corporate secretarial functions.

Key Responsibilities:

Corporate Governance:

Ensure the company complies with applicable laws, regulations, and corporate governance standards.

Advise the board of directors on their legal and corporate responsibilities and matters of corporate governance.

Ensure that board meetings, annual general meetings (AGMs), and extraordinary general meetings (EGMs) are conducted in compliance with the companys bylaws and legal requirements.

Board Support and Management:

Prepare agendas, minutes, and other documents for board meetings, committees, and AGMs.

Ensure the timely distribution of board papers and ensure board members have all the necessary information for effective decision-making.

Maintain statutory registers and records.

Statutory Compliance:

Ensure compliance with the Companies Act, Securities & Exchange Commission, and other relevant regulations.

File necessary documents, including annual returns and financial statements, with regulatory authorities on time.

Maintain proper books, records, and registers as required under corporate law.

Legal and Regulatory Advice:

Provide guidance on corporate governance, corporate law, and securities laws.

Ensure compliance with stock exchange regulations and corporate governance codes (if applicable).

Liaise with external regulators and advisors, such as lawyers and auditors.

Risk Management:

Oversee risk management and internal control processes within the company.

Ensure the company is in compliance with health, safety, and environmental policies.

Act as the custodian of the company’s ethics and integrity.

Shareholder Relations:

Manage communication with shareholders and other stakeholders.

Handle shareholder queries and correspondence, including dividend payments and share transfers.

Organize and coordinate AGMs, EGMs, and other shareholder meetings.

Corporate Records and Documentation:

Maintain and update statutory registers, including registers of members, directors, charges, and debentures.

Ensure that the company's records are accurate and up to date.

Other Duties:

Assist in the preparation and review of annual reports.

Coordinate with various departments within the organization to ensure the smooth execution of corporate secretarial functions.

Stay updated on changes in corporate, regulatory, and securities laws.

Qualifications and Skills:

Qualified Company Secretary (CS) with a degree in law, finance, or a related field.

Membership in a professional body such as ICSI, ICSA, or equivalent.

Strong knowledge of corporate governance principles, company law, and regulatory requirements.

Excellent organizational, communication, and interpersonal skills.

Attention to detail and high level of accuracy.

Ability to work independently and as part of a team.

Proficiency in using corporate secretarial software and MS Office.

Experience:

At least 3-5 years of experience in a similar role, preferably in a listed company or a large organization.

Experience in handling board meetings, minutes, compliance filings, and liaising with regulatory authorities.