Company Secretary Executive

Job Description Company Secretary Executive

Department: Legal
Designation: Company Secretary Executive
Reporting To: Director Legal / Senior Manager Legal

Job Purpose
To assist in ensuring compliance with the provisions of the Companies Act, SEBI Regulations (where applicable), Secretarial Standards, and other corporate laws. The role supports the effective functioning of the Department by maintaining statutory records, coordinating Board and Committee meetings, filing statutory returns, and ensuring timely corporate compliances.
Key Responsibilities

1. Assist in organizing and coordinating Board Meetings, Committee Meetings, General Meetings, and Annual General Meetings (AGMs).
2. Prepare agenda papers, notices, board notes, resolutions, minutes, and other secretarial documents under the guidance of the Company Secretary.
3. Maintain and update statutory registers, records, minute books, and corporate documents in accordance with the Companies Act, 2013 and applicable Secretarial Standards.
4. Prepare and file statutory forms, returns, and e-filings with the Ministry of Corporate Affairs (MCA), Registrar of Companies (ROC), and other regulatory authorities within prescribed timelines.
5. Support compliance with the Companies Act, FEMA, Secretarial Standards, and other applicable corporate laws and regulations.
6. Maintain records relating to directors, Key Managerial Personnel (KMP), shareholders, share capital, and other corporate governance matters.
7. Assist in conducting compliance audits and preparing periodic compliance reports and statutory compliance trackers.
8. Coordinate with internal departments, auditors, consultants, regulators, and government authorities for compliance-related matters.
9. Maintain confidentiality of sensitive corporate information, legal documents, and Board proceedings.
10. Support due diligence exercises, legal documentation, corporate restructuring activities, and regulatory inspections whenever required.
11. Assist in preparing Annual Reports, Directors' Reports, Corporate Governance Reports, and other statutory disclosures.
12. Ensure proper documentation, filing, indexing, and safe custody of all secretarial records in physical and electronic formats.
13. Monitor changes in corporate laws and regulations and assist in implementing necessary compliance measures.
14. Provide administrative and secretarial support to the Company Secretary in day-to-day operations.
15. Perform any other assignments entrusted by the Company Secretary or Management from time to time.