Corporate Secretary

Job Description

Roles & Responsibilities

The Corporate Secretary serves as a key advisor to the board of directors and senior management, ensuring compliance with corporate governance regulations, maintaining accurate records, and facilitating effective communication within the organization. This role plays a critical part in ensuring the company’s operations align with legal, regulatory, and internal standards.

Key Responsibilities:

Corporate Governance:

• Organize and manage board meetings, including preparing agendas, compiling board packs, and distributing relevant documents.
• Record accurate minutes during meetings and track follow-up actions.
• Advise the board on governance best practices and regulatory compliance.
• Ensure the board’s decisions are documented and implemented.

Compliance and Regulatory Oversight:

• Ensure the company complies with all applicable laws, regulations, and corporate policies.
• File statutory documents with regulatory bodies (e.g., annual returns, changes in directors).
• Monitor changes in legislation and advise on their impact on the organization.
• Maintain and update the company’s statutory books and records.

Liaison and Communication:

• Act as the primary point of contact for board members, shareholders, and regulatory authorities.
• Facilitate communication between the board and senior management.
• Respond to shareholder inquiries and manage relationships with investors and stakeholders.

Record Keeping and Documentation:

• Maintain corporate documents, such as minutes, resolutions, bylaws, and policies.
• Oversee the safekeeping of legal and statutory records, including share registers and director details.
• Support the drafting, review, and management of corporate agreements.

Risk Management:

• Support the risk management framework by advising the board on corporate risks.
• Collaborate with legal and compliance teams to address risk-related matters.

Administrative Support:

• Assist in preparing reports, presentations, and disclosures for internal and external stakeholders.
• Coordinate logistics for board meetings, annual general meetings (AGMs), and special events.
• Manage confidentiality and sensitive company information appropriately.

Qualifications and Skills:

Education:

• Bachelor’s degree in business administration, law, finance, or a related field.
• Certification as a Chartered Secretary or Corporate Governance Professional is highly desirable.

Experience:

• 5+ years of experience in corporate governance, company secretarial roles, or related fields.
• Familiarity with corporate laws, regulations, and governance frameworks.

Technical Skills:

• Proficient in corporate governance software and document management systems.
• Strong knowledge of corporate law, regulatory compliance, and governance standards.

Interpersonal Skills:

• Excellent communication and interpersonal skills to interact with stakeholders at all levels.
• Strong organizational skills with attention to detail and the ability to handle multiple priorities.
• Problem-solving mindset and the ability to provide sound advice to leadership.

Personal Attributes:

• Integrity, professionalism, and discretion in handling confidential matters.
• Proactive and able to work independently while managing deadlines effectively.

Working Conditions:

• Full-time role with occasional overtime to accommodate board meetings and deadlines.
• Primarily office-based with potential for hybrid work arrangements, depending on company policy.

Compensation:

• Competitive salary with performance bonuses, benefits, and opportunities for professional growth.