Company Secretary Job Description

We are seeking a highly organized and detail-oriented Company Secretary to ensure the smooth and efficient functioning of the company’s governance framework. The Company Secretary will play a crucial role in ensuring compliance with regulatory requirements, advising the board of directors on governance matters, and facilitating effective communication between the board, management, and shareholders. This role is vital in maintaining the company’s legal integrity and supporting high standards of corporate governance.

• Corporate Governance:
  • Ensure the company complies with all legal, regulatory, and statutory obligations, including corporate law and industry-specific regulations.
  • Advise the board of directors on corporate governance matters, best practices, and the effective discharge of their fiduciary duties.
  • Support the board in ensuring compliance with internal policies and applicable laws.
• Board & Committee Support:
  • Organize and coordinate board meetings, committee meetings, and annual general meetings (AGMs).
  • Prepare agendas, board papers, and meeting minutes, ensuring all necessary documentation is distributed in a timely manner.
  • Ensure that board decisions are communicated and executed effectively across the organization.
• Statutory Compliance:
  • Maintain the company’s statutory registers and records, including those related to directors, shareholders, and officers.
  • Oversee the filing of all statutory returns, including annual reports, financial statements, and other regulatory documents with relevant authorities.
  • Ensure the timely submission of filings with the Companies Registry and other regulatory bodies.
• Shareholder Relations:
  • Manage shareholder communications, including notices of meetings, dividend payments, and resolutions.
  • Handle shareholder inquiries and ensure transparency in shareholder dealings.
  • Facilitate the resolution of any issues or disputes with shareholders in collaboration with legal advisors.
• Corporate Records Management:
  • Maintain and update company records, including articles of incorporation, bylaws, and other governing documents.
  • Ensure secure and organized maintenance of confidential and legally significant documents.
• Compliance & Risk Management:
  • Monitor changes in relevant legislation and regulatory environments to ensure the company’s compliance with new legal requirements.
  • Collaborate with the legal, risk management, and compliance teams to mitigate legal risks and ensure strong governance processes.
• Ethical Conduct & Best Practices:
  • Promote and instill a culture of corporate responsibility, ethics, and best governance practices across the organization.
  • Assist in the development and implementation of governance policies, codes of conduct, and ethics guidelines.