Company Secretary

Job Description

Key Responsibilities:

1. Corporate Governance:

• Ensure the company adheres to corporate governance best practices as per the local stock exchange regulations, Companies Act, and other relevant regulations.
• Advise the board of directors on corporate governance standards and evolving statutory obligations.
• Facilitate and monitor the implementation of board policies and procedures.
• Organize board evaluations and ensure proper follow-up on action items.

1. Board and Committee Support:

• Coordinate and attend board, committee, and shareholder meetings (AGMs, EGMs).
• Prepare and circulate agendas, meeting notices, board papers, minutes, and resolutions in compliance with statutory and regulatory requirements.
• Maintain an accurate register of directors and officers.
• Act as a point of contact for board members and support them with timely information and advice on company matters.

1. Regulatory Compliance:

• Ensure compliance with listing regulations, stock exchange reporting, and timely submission of regulatory filings.
• File annual returns, changes in the company’s structure, and other necessary documents with the Registrar of Companies.
• Manage the company's insider trading policies and monitor the adherence to legal and regulatory disclosure obligations.
• Oversee the preparation and submission of statutory reports, including the annual report and financial disclosures.
• Keep up-to-date with changes in legislation and regulatory requirements and ensure the company’s policies reflect these changes.

1. Legal and Corporate Administration:

• Maintain the company’s statutory books and records, including registers of members, directors, and secretaries.
• Provide legal advice on corporate matters and maintain proper documentation of the company’s operations, contracts, and agreements.
• Liaise with external legal counsel on company matters when necessary.
• Monitor changes in share ownership and ensure proper execution of share transfer documentation.

1. Stakeholder Management:

• Manage relationships with shareholders, providing them with timely and accurate information as required.
• Coordinate communication between the board, shareholders, and external stakeholders, ensuring transparent and accurate dissemination of information.
• Handle shareholder grievances and oversee the dividend payout process.
• Serve as the primary liaison for institutional investors, regulatory bodies, and auditors.

1. Risk Management:

• Support the risk management function by ensuring the company maintains compliance with risk and control measures.
• Provide reports and insights to the board regarding risks associated with governance and regulatory compliance.

1. Ethics and Integrity:

• Ensure the company and board members uphold the highest standards of integrity, ethics, and transparency in all dealings.
• Promote and safeguard the ethical framework within which the company operates.

Qualifications and Skills:

• Company Secretary.
• Minimum 3 years of experience in corporate governance, legal, or company secretarial roles, preferably within listed companies.
• Thorough knowledge of corporate governance principles, Companies Act, listing regulations, and securities laws.
• Excellent organizational, communication, and interpersonal skills.
• Strong attention to detail and ability to handle sensitive and confidential information.
• Ability to manage multiple tasks, prioritize, and meet deadlines.

Preferred Skills:

• Familiarity with the regulatory environment in India.
• Experience working with the board and senior leadership in a publicly listed company.
• Proficiency in the use of board management software and legal documentation tools.

Key Relationships:

• Board of Directors
• Shareholders
• Regulatory Authorities (e.g., stock exchange, securities commission)
• Legal and Compliance Teams
• Auditors and External Advisors

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