Company Secretary | Scrabble

Posted on December 27, 2024

Job Description

All statutory compliance including but not limited to the Companies Act, RBI regulations, FEMA, SEBI, Registrar of Companies, Labour Laws&all other statutes governing the business of the Company.
Filing of all forms under various statutes with various regulatory authorities including the Registrar of Companies, the Reserve Bank of India, whether periodical or event-based in a timely manner.
Maintaining of all statutory registers including but not limited to the Companies Act, the Maternity Benefits Act and such other statutes governing the business of the Company.
Maintaining and updating a list of all laws applicable to the Company.
Maintenance of Compliance Management software for the compliance function, monitoring on a regular basis to avoid non-compliance and presenting periodic compliance reports to the Board and management.
Plan for Board Meetings, Committee Meetings, draft notice and agenda, prepare supporting papers to be circulated with the agenda whilecomplying with statutory requirements including for audio-visual meetings and requirements of corporate governance in ensuring that all required details for the Board/ Committee to take an informed decision are provided.
Plan for shareholders’ meetings, draft notice and agenda, prepare supporting papers to be circulated with the agenda while complying with statutory requirements and requirements of corporate governance in ensuring that all required details for the shareholders to take an informed decision are provided.
Organise the conduct of the Board Meetings, including through audio-visual mode, ensure that necessary technical platforms are in place and functional for the statutory meetings to be conducted in a smooth and uninterrupted manner.
Ensure that all the above meetings are conducted in compliance and in the manner prescribed in law.
Attend all Board, Committee and Shareholders’ meetings, clarify any queries that may arise relating to the Companies Act, FEMA and other provisions applicable to the meetings and guide the conduct of these meetings.
Prepare minutes of all the meetings in a timely manner accurately recording the proceedings of the meeting and in compliance with the requirements of law, and circulate it to all Directors/ Committee Members/ Shareholders (where applicable).
Obtain signatures of the Chairman of the Meeting on the finalized minutes and keep them in the minutes binder as required under law.
Prepare Directors’ Report, Corporate Governance and Management Discussion and Analysis as required under the Companies Act.
Liaisoning with internal auditors and statutory auditors and providing all information required for the purposes of their audit on the compliance and secretarial side in a timely manner.
Familiarity with electronic signature systems and operation thereof including maintaining audit trail.
Coordinate with all concerned departments and stakeholders for preparation of all documents/ information required for discharging the functions of a company secretary.
Build investor relations with the shareholders and coordinate with all concerned departments to ensure that their queries are addressed in a timely manner.
Act as the liaison between Board Members and the Executive team.
Track and Stay updated on all compliance related subjects and appraise the respective stakeholders of their obligation
Act as Custodian of Statutory records and all other important original documents and registers of the Company.
Assess the existing corporate governance processes of the Company including board composition, policies/ codes of conduct, transparency in functioning and information flow, and the processes currently in place for internal controls and risk management, and advise on improvements thereon.
Compliance activities related to companies incorporated in Singapore including the holding company including co-ordination with the corporate secretarial external advisors in Singapore.
Compiling and keeping ready all data and information required in an organised manner to ensure preparedness at all times for due diligence by financiers/ investors.