Chief Manager

Job Overview:

The Company Secretary is a pivotal role that requires strong organizational and communication skills to ensure seamless compliance with financial and legal practices, maintaining high standards of Corporate Governance.

Key Responsibilities:

• Board Meetings and Committees: Assist in organizing Board Meetings and its committees, ensuring timely preparations and follow-ups.
• Annual General Meetings (AGMs): Organize AGMs, prepare agendas, and working papers while ensuring statutory compliance.
• Corporate Governance: Maintain the highest standards of Corporate Governance, adhering to financial and legal practices.
• Minute Taking and Statutory Books: Prepare and maintain accurate minutes of Board Meetings and AGMs, as well as registers of members, directors, and secretaries.
• Compliance Matters: Provide support in meeting Corporate Governance standards, staying updated on regulatory developments.
• Knowledge Base and Procedure Development: Develop and maintain a current knowledge base of external corporate governance requirements, trends, and best practices, contributing to internal procedures, guidelines, and templates.
• Regulatory Developments and Best Practices: Identify, analyze, and report on regulatory developments and best practices/good corporate governance.
• Working Papers and Dispatching: Prepare and circulate agendas, working papers, and dispatch files to Board/Committee members, ensuring well-formatted and approved documents.
• Circulation of Minutes and Action Points: Prepare and circulate minutes, action points, and recommendations of Board and Committee meetings.
• Action Taken Follow-up: Follow up on all action taken from concerned departments until Management responses are received in writing.
• Implementation Status: Prepare implementation status documents of Board decisions and matters arising from previous meetings.
• Safe Custody and Resolutions by Circulation: Keep original management notes in safe custody, make them available when required, and handle Resolutions by Circulation.
• Attendance Registers and Corporate Profiles: Maintain attendance registers of Board and Committee meetings, prepare Corporate Profiles for Annual and Quarterly Reports.
• Director Trainings and Share Transfer: Arrange Director's Trainings to comply with Corporate Governance requirements, effect transfer and transmission of shares, and perform stock consolidation, splitting, and issuance of duplicate shares.
• Shareholding Reporting and Unclaimed Dividend: Prepare shareholding reports as per requirements and handle unclaimed dividend/undelivered shares according to applicable laws.
• Free Float Shares and Induction Certificate: Periodically report free float shares to relevant authorities and induce certificate of leasing in CDS according to Treasury Function requirements.
• Dividend Reconciliation and Annual Report Drafting: Complete dividend reconciliation exercises and finalize draft write-ups of the Annual Report, requiring liaison with CCD.
• Share Registrar Liaison and Communication Skills: Liaise with Share Registrar and Shareholders to ensure smooth processing of Share Transfer requests, supervise and control the department, and possess excellent written and oral communication skills.