Qualified Company Secretary

Job Description

Indian Entities Governance Ensure compliance with Companies Act, 2013, SEZ Rules, FEMA and other applicable corporate laws. Organize and manage Board Meetings, AGMs and committee meetings including preparation of agenda papers, notices, resolutions, minutes, and maintenance of statutory registers and company records. Prepare and file necessary returns and documents with the Ministry of Corporate Affairs (MCA) and other relevant statutory bodies. Support internal and statutory audits related to secretarial and legal compliance. Coordinate the Corporate Social Responsibility (CSR) Committee activities, including annual budget planning and tracking. Maintain the compliance calendar and ensure timely fulfilment of statutory obligations. Liaise with regulatory authorities, legal advisors, consultants & internal stakeholders and collaborate with TMF to interpret and implement legal and compliance requirements. Ensure timely setup and renewal of Director Signatories, DSCs, certifications, and other compliance-related processes. Draft and manage Powers of Attorney and Board-level signatory authorizations. Oversee updates or amendments to the Memorandum and Articles of Association. Work closely with Finance, HR, Internal Controls, and Payroll teams. Support governance processes related to capital injections, issuance of shares, and related accounting/tax implications. Assist in legal due diligence and documentation for acquisitions, mergers, or disposals, if applicable. Global Subsidiaries Support Oversee and maintain the ongoing legal corporate secretarial subsidiary compliance. Handle Annual General Meeting planning and completion of Global Subsidiaries. Manage global corporate secretarial calendar and track local compliance deadlines. Manage and oversee the local annual filings and reports. Coordinate required board meetings, board resolutions, meeting minutes, and annual general meetings. Lead and project manage: Director, officer and representative changes Respond to internal and external queries regarding global subsidiary records and compliance documents. Support the attorneys with authorized signatory maintenance including applicable power of attorneys Coordinate organizational documents such as articles of incorporation/dissolution, bylaws, stock certificates, intercompany agreements and merger agreements. Liaison with external counsel and corporate secretarial contacts Maintain the internal subsidiary database (currently hCue) Organize, manage and maintain all global subsidiary documents and records, including network, shared drive and cloud directories, hard copies and the management of offsite storage facilitation and tracking. Obtain signatures, notaries and legalization on documents as required; serve as gatekeeper to the EVP and General Counsel as well as other company Directors and representatives for signatures related to the foreign subsidiaries. Manage vendor onboarding and purchase order submissions for global subsidiary vendors. Ensure regular updates and maintenance of SharePoint and other company communication portals. Perform general administrative duties including creating spreadsheets, reconciliation, tracking deadlines, mailing, scanning and copying. Scheduled Statutory & Governance Activities Board & Committee Meetings: Organize & document Q2, Q3 & Q4 meetings (JulyFebruary). Annual General Meeting: Coordinate and document AGM, including dispatch of notice, shareholder communication, and filing of relevant forms. MCA/RBI Filings: Timely filing of statutory forms including MGT-7, AOC-4, DIR-3 KYC, MSME, CSR-2, FLA (revised) etc. CSR Compliance: Handle CSR action plan, budget allocation & utilization, coordination to obtain Receipts & Utilisation certificates and any queries from the CSR team. Handle LEI Renewal Policy and Governance Reviews: Update statutory registers, review and maintain MOA/AOA as needed. Audit Support: Respond to requests/queries for statutory audit conducted during the period. Global Subsidiaries: Handle Annual General Meeting planning and completion. Qualifications & Skills Qualified Company Secretary (ACS) with 3+ years of post-qualification experience. Strong knowledge of the Companies Act, SEZ Rules, FEMA, and related legal frameworks. Proficiency with MCA filings and use of secretarial software/tools. Ability to work independently and proactively with minimal supervision. Familiarity with platforms such as hCue, SharePoint and document signing tools like DocuSign.