Job
Description
Job Title : Company Secretary Location : Gandhinagar, Gujarat, India Company: Hitachi Industrial Equipment Systems India Salary Range: As per the industry Company Overview: Backed by the latest technologies, extensive research and development and innovation, Hitachi offers advanced industrial components, equipment and solutions that are helping manufacturing businesses across verticals attain increased operational efficiencies, cost reduction, agility, high uptime, and throughput. Job Purpose: Acts as a compliance officer, advisor, and liaison between the company and regulatory bodies. Makes sure that the company is complying with the legal provisions in India. Ensuring compliance, good governance, and overall smooth functioning of businesses, including responsibilities to encompass various legal, regulatory, and administrative aspects related to the Entity s business operations. Job Responsibilities: 1. Compliance with Laws and Regulations: Make sure Entity complys with numerous laws, regulations, and statutory requirements. Ensure that the Entity adheres to relevant laws, such as company law, Factory act, taxation, intellectual property, labour laws, and data protection regulations, and others. Stay updated with latest updates and regulatory changes. 2. Corporate Governance: Implement all required corporate governance practises - for the smooth functioning and long-term sustainability of the Entity. Advise management on board structures, ethical practices, disclosure requirements, and overall compliance with corporate governance standards. 3. Board Support and Documentation: Provide crucial support to the board of directors as and when required. Assist in organizing board meetings, preparing agendas, documenting minutes, and ensuring effective communication between directors. Maintaining proper board procedures and preserving accurate records, which are vital for legal and regulatory purposes. 4. Risk Management and Internal Controls: Effective risk management. Assist in identifying, assessing, and mitigating risks within the Entity and its operations. Develop internal control systems, monitor compliance, and implement risk mitigation strategies. Help in safeguarding the business interests and reducing potential liabilities. Help mitigate risks associated with non-compliance, avoiding penalties, fines, or legal actions that could negatively impact the business. 5. Legal and Secretarial Support: Serve as a valuable resource for legal and secretarial matters. Assist in drafting legal agreements, contracts, and other business documents. Handle statutory filings, maintain statutory registers, and ensure timely submission of required forms and reports to regulatory authorities in collaboration with Entity s HR and Finance teams. Manage share capital, issuing share certificates, and handling communication with regulatory authorities like the Registrar of Companies (ROC) and Securities and Exchange Board of India (SEBI. Support corporate restructuring, mergers, and acquisitions - (IF). 6. Investor Relations and Fundraising: Support Entity in seeking external funding, investor relations and fundraising activities - If required. Assist in preparing investment proposals, conducting due diligence, and ensuring compliance with disclosure requirements 7. Expertise and Professionalism: Company Secretary should possess specialized knowledge in corporate law, governance, and regulatory compliance, which helps Entity to navigate complex legal requirements and make informed decisions during their operation in India. Professional approach should ensures that the company operates ethically and transparently in India. 8. Common Responsibility: Support with legal and finance functions - Review vendor/customer contracts for legal validity and maintain central documentation. Support with contract management and record keeping - Keep track of key company documents like MOA/AOA, PAN, TAN, GST, etc. Coordinate with internal and external stakeholders for cross-functional compliance. Skills Required: Corporate Laws Governance - Familiarity with Secretarial Standards issued by ICSI. Foreign Direct Investment (FDI) FEMA Regulations - Working knowledge of FDI policy, FEMA regulations, RBI reporting norms, and cross-border transactions. Board and Shareholder Processes - Sound understanding of Board meeting protocols, general meetings, resolutions, quorum requirements, and voting mechanisms. Statutory Filing ROC Compliance - Practical knowledge of forms and filings via MCA V3 portal, SPICe+, DIR, AOC, MGT series, etc. Document Drafting Legal Understanding - Proficiency in drafting notices, resolutions, meeting minutes, declarations, legal agreements, and statutory registers. Awareness of Contract Law Commercial Terms, Labour Laws, Taxation and Financial Compliance Exceptional communication skills Analytical Regulatory Insight (Ability to interpret laws, analyze risk, and proactively assess compliance requirements) Technical Skills - (Proficiency in MCA portal, RBI/FDI portals (like FIRMS for FC-GPR), and compliance software/tools), Strong MS Office skills. Organization Time Management Ethics and Discretion. Stakeholder Management Experience: 2 to 5 years of post-qualification experience in a company secretary/compliance role. Experience in a start-up, MNC subsidiary, or manufacturing entity is preferred. Prior knowledge and experience of Statutory Compliance ROC Filings, FEMA FDI Reporting. Board General Meeting Support Company Incorporation Post-Incorporation Setup, including interfacing with Regulatory Authorities. Familiarity with preparing compliance checklists, audit reports, and disclosures Familiarity with Contract and Legal Document Vetting, Cross-Functional Coordination and ERP or Compliance Tool Familiarity. Education : Company Secretary Certification (Qualified Company Secretary (ACS or FCS) registered with the Institute of Company Secretaries of India (ICSI). Membership with ICSI Bachelor s Degree and any position relevant certifications
