Senior Secretarial Officer

Senior Officer - Secretarial

Responsibilities

Board and Shareholder Meeting Management:

Record and maintain minutes of board, shareholder, and business meetings. Coordinate meeting logistics, distribute agendas, and ensure compliance with statutory requirements. Archive approved minutes and resolutions.

Statutory Registers, Shareholding, and Compliance Management:

Maintain and update statutory registers, ensuring compliance with the Companies Act. Manage shareholding records, KYC documents, share certificates, and capital changes. Coordinate with depositories for share transfers.

ROC Filings and Compliance:

File statutory forms (DIR-12, MGT-7, AOC-4) with the ROC for event-based and periodic filings. Ensure accurate and timely filings for corporate events, share changes, and annual returns, coordinating with internal teams.

Coordination with Auditors and Statutory Authorities:

Serve as the liaison with auditors, providing required documents and ensuring compliance. Maintain detailed records of all communications and audit suggestions, ensuring proper governance.

Documentation and Administrative Tasks:

Manage meeting attendance records, respond to inquiries, and assist with banking, licensing, and compliance documentation. Process payments for directors and consultants, ensuring compliance and coordination with Finance.

Listed Companies Management:

Assist in listed company activities, including annual reports, stock exchange filings, and compliance with market regulations. Handle issuance of debentures, commercial papers, and dividend distributions.

Regulatory Compliance:

Monitor regulatory changes for unlisted companies and ensure compliance documentation is up to date. Develop compliance frameworks, conduct audits, and maintain relationships with regulators for prompt responses.

Public Notifications and RBI Filings:

Prepare SEBI reports for mergers and corporate actions, manage public notices for unclaimed dividends, and ensure compliance with RBI regulations for foreign investments.

Digital Mindset:

Keep up with digital and AI advancements to enhance business and maintain competitiveness.

Qualifications

Educational Qualifications:

Graduate in B.Com or CS

Work Experience:

Minimum 2-4 years of experience in corporate or consulting environment handling secretarial, legal, and compliance tasks prefered.