Manager - Company Secretary

• Key Responsibilities:
The below mentioned responsibilities are not comprehensive and subject to change
Agenda Drafting for Board Meetings and Committee Meetings
• Collaborate with Board members and senior management to develop, finalize, and circulate the agenda for meetings.
• Ensure that the agenda and back up items are sent to the Directors with sufficient time for them to review before the meeting.
Board Meeting Preparation
• Organize, prepare and keep ready all necessary documentation and materials needed for Board meetings.
• Coordinate logistics for meetings, including scheduling, sending invitations, and venue arrangements (if in person meeting).
• Ensure compliance with meeting notice timelines and distribution requirements.
Minute-taking and Finalization
• Accurately draft and record Minutes of meetings, ensuring all discussions, resolutions, and decisions are appropriately documented.
• Coordinate with relevant stakeholders to finalize the Minutes, incorporating feedback from Board members, where applicable.
• Distribute approved Minutes to appropriate persons and maintain records in accordance with legal and organizational requirements.
Compliance Management
• Ensure adherence to applicable laws and regulations, including Companies Act, 2013, and other statutory guidelines relevant to not-for-profit companies.
• Prepare and file statutory forms, returns, and reports with the Registrar of Companies and other regulatory bodies.
• Manage annual/periodical filings, including annual returns, financial statements, and any other mandated disclosures.
Record Maintenance and Documentation
• Maintain and update the statutory registers and records, including registers of members, directors, and Minutes of all meetings.
• Update records in line with any changes, including in the composition of the Board.
• Ensure safekeeping of all statutory documents and support document retrieval for audits or regulatory inspections.
Annual General Meetings (AGMs), Extra Ordinary General Meetings (EGMs) and Compliances
• Prepare documents and coordinate logistics for AGMs/EGMs, including notices, resolutions, and director’s reports.
• Support voting processes and ensure that all AGM/EGM proceedings comply with statutory requirements.
• Draft AGM/EGM Minutes, file requisite forms, and ensure compliance with all post-meeting statutory requirements.

Deliverables

• Draft and finalize agenda for Board meetings and Committee meetings.
• Complete Board/Committee meeting preparation, including material distribution.
• Draft and finalize Minutes for all Board/Committee meetings.
• File statutory forms, returns, and compliance documentation.
• Maintain accurate and updated statutory registers and records.

Experience Required:

• Minimum 7-10 years of work experience with at lease 3+ years of experience in the not-for-profit sector
• Expertise in secretarial practices, compliance, and governance for not-for-profit entities.
• Knowledge of the Companies Act, 2013, and other applicable regulations.
• Strong organizational and communication (oral as well as written) skills.
• Be able to demonstrate ability to use MS Office Suite (MS Word, MS Excel, MS PowerPoint) and cloud solutions such as One Drive, and SharePoint.