Company Secretary Associate

1. Role Objective

Meet statutory compliance of companies assigned in both periodical and event-based within due dates mainly under Companies Act, 2013 and other applicable statutes under the supervision of a qualified Company Secretary.

1. Primary Responsibilities

Meetings

• Notice assist in preparing, obtaining signatures, sending and liaison with the attendees to ensure attendance at board meetings, committee meetings, shareholders meetings, viz. Annual General Meeting (AGM) and Extraordinary General Meetings (EGM) for assigned companies.
• Coordinate with concerned people to ensure smooth conducting of meetings, like venue, facilities, and arrangements in connection with meetings.
• Minutes assist in the preparation of resolutions, communications, letters, replies, and getting minutes certified copies and true extracts signed.

Filings

• Prepare various forms and returns including but not limited to Issue, Transfer/Transmission of Securities, charge, meetings (attendance slip, consent for shorter notice, attendance sheet/book, proxy forms), bank loan/guarantee, annual filing forms like directors (boards) report, annual report, extract of annual return, various physical and e-forms in connection with all of the above.
• Filing of e-forms and physical forms in connection with corporate compliance.

Software Update

• Software entries As per the instructions of the reporting authority make necessary entries in the software applications used by the company.

Maintain books & Registers

• Maintain statutory books and registers, files and records, in-out register of dispatch of notice, proof of sending of notices, annual filing forms, and other forms and documents, data, information, transaction records, opinion, approvals and other information pertaining to companies as assigned, directors, and other connected stakeholders from time to time in a neatly, organized and secure manner.

Audit Support & Statutory Support

• Provide data to statutory/secretarial auditors as per their requirement for companies assigned and obtain signatures of signatories as per the availability.
• Support to meet statutory compliance requirements both periodical and event-based, within due dates.
• Provide information, data, extracts, documents, and other information in connection with internal requirements or external requirements such as judiciary/regulatory requirements or of concerned government departments/officials.