What does a company secretary do?
A company secretary (CS) plays a vital role in ensuring corporate governance and compliance within organisations. They serve as a key advisor to the board of directors and senior management, overseeing legal and regulatory compliance, corporate governance practices and company administration.
The primary role of company secretaries is to ensure that the company complies with all legal and statutory requirements, internal policies and procedures, external regulations and laws, corporate governance requirements, corporate filing requirements, corporate records requirements and corporate administration requirements. These professionals also liaise with regulatory authorities, prepare and maintain legal documents and advise on corporate governance matters.
In India’s dynamic business environment, where regulatory requirements constantly evolve, company secretaries are essential to help navigate legal and regulatory complexities, uphold ethical standards and promote corporate sustainability. They are critical in ensuring compliance with company law, securities regulations and other applicable laws.
Company secretary and corporate secretary are closely related roles. The main difference is that a company secretary is responsible for ensuring the company complies with all legal and statutory requirements. In contrast, a corporate secretary ensures the company complies with all internal policies and procedures.
Job description: Template
We are looking for a dedicated company secretary to join our team at [Company X].
You will play a vital role in ensuring compliance with legal and regulatory requirements, facilitating board governance, advising on corporate governance matters, and supporting corporate decision-making processes. The ideal candidate is meticulous and knowledgeable, with a strong understanding of India's corporate governance and regulatory compliance. They also have a track record in company secretarial practices and corporate administration.
We invite qualified individuals with solid legal knowledge and a commitment to corporate ethics to apply for this role. In addition to a competitive salary, we offer a supportive work environment, opportunities for professional development and comprehensive employee benefits.
Objectives of the role
- Serving as the primary point of contact for the board of directors, shareholders and regulatory authorities on corporate governance matters.
- Coordinating and facilitating board meetings, including preparing agendas, board packs and minutes.
- Ensuring compliance with statutory and regulatory requirements, including filing annual returns, disclosures and resolutions.
- Drafting and filing statutory documents, such as annual returns, board resolutions and meeting minutes.
- Maintaining corporate records, registers and statutory books as per the applicable laws and regulations.
- Advising management and board members on corporate governance best practices, legal requirements and compliance issues.
- Managing shareholder communications, including organising annual general meetings and handling shareholder inquiries.
- Guiding corporate governance best practices and implementing governance frameworks.
Your tasks
- Prepare and distribute notices, agendas and supporting materials for board and committee meetings.
- Attend board meetings, record minutes and maintain accurate records of board proceedings.
- Assist in the preparation and filing of statutory documents with regulatory authorities.
- Monitor changes in company law and ensure compliance with corporate governance guidelines, listing rules and other regulatory requirements.
- Provide guidance and support to directors and senior management on corporate governance matters.
- Liaising with regulatory authorities, such as the Registrar of Companies (ROC) and the Securities and Exchange Board of India (SEBI).
- Communicate with external advisors, legal counsel and auditors on corporate governance and compliance issues.
- Conduct corporate governance reviews and assessments to identify areas for improvement.
- Stay updated on changes to corporate law, regulations and governance practices.
Required skills and qualifications
- Bachelor’s degree in Law, Business Administration or a related field.
- Qualified Company Secretary (ACS) with a membership of the Institute of Company Secretaries of India (ICSI).
- 5+ years of experience as a company secretary or a similar role in corporate governance and compliance.
- Strong knowledge of corporate law, regulations and governance principles.
- Familiarity with corporate governance codes and guidelines, such as the Companies Act and SEBI regulations.
- Experience with corporate secretarial software and tools for document management and compliance tracking.
- Excellent communication and interpersonal skills, with the ability to interact effectively with senior executives and board members.
- Ability to work independently and handle confidential information with discretion.
- Attention to detail and the ability to work effectively under pressure in a fast-paced environment.
Preferred skills and qualifications
- Master’s degree in Business Law, Corporate Governance or a related field.
- Familiarity with corporate governance software and systems.
- Certification in corporate governance or related areas.
- Experience in handling regulatory filings and compliance audits.
- Legal background or additional qualifications in law.
- Multilingual proficiency for effective communication with diverse stakeholders.
