Secreterial Team Member-SUPPORT SERVICES-Secreterial

KOTAK MAHINDRA BANK LIMITED

Function: Secretarial

Location: Kotak Infinity, Infinity IT Park, 6^th Floor, near Film City road, Malad (East)

Job Role: Secretarial Team Member

Reporting: Company Secretary

Job Description:  Will be part of the Secretarial Team and responsible for the following:

Companies Act related:

• Preparation of applicable ROC forms, filing;
• Preparation of draft agenda and notes to agenda for the Board / Committee level meetings;
• Draft Minutes preparation, follow ups, etc.;
• Uploading in paperless module; 
• Preparation of extracts of the minutes of the meetings, resolutions; Circular resolutions
• Verifying declarations relating to trading code of conduct; annual declarations/disclosures; Board evaluation;
• Verifying Charge forms, signing of CS’s DSC;
• Website updation;
• Preparation of covering letters for all correspondences with the regulators, printing of secretarial and compliance related documents;

SEBI Compliances related:

• Preparation of Intimations/statements/Reports/declarations to BSE as per SEBI LODR requirements/Stock Exchange
• SEBI compliances for Committee / Board agenda
• Inspection of the trades of Designated persons/affected persons and compliance to Trading code of Conduct
• Structural Digital Database compliance
• Scores, Smart ODR compliances

RBI Compliances related: 

• Support to RBI compliance team on secretarial/other matters 

CSR related:

• CSR Committee scheduling; preparation of agenda/notes to agenda; following up with Group CSR team; CSR related work: MOUs, Payments/Release letters, Receipts, etc.

Others:

• DSC register updation; Follow ups; Procuring DSCs, etc.
• To check directors/members availability for Committees, Board & GM meetings;
• Coordination with other departments for agenda, actionable, submission, compliance, filing of statutory returns/forms/disclosures
• Preparation of PAS-3, updating about change in Committees / Board / Directions / Action Taken Report (of previous Committee(s)/Board directions/actionable)
• Updation of Attendance registers (directors, invitees, auditors, etc.); Organize time / date / meeting rooms, sending reminders for the meetings
• Maintenance of files; Arranging All Committee and Board files
• Timely payments for ROC forms, sitting fees / commission / dividend, Director(s) travel, CSR expenditure release / tranches, related work for filing results, etc.;

Job Skills: 

• Flair for writing Minutes, letters, etc..;
• Ensure timeliness and meeting of deadlines; Ability to handle pressure / do multi-tasking;
• Upto date on all the Guidelines/Provisions/regulatory requirements;
• Good communication skills, confident and a positive attitude;

ompanies Act related:

• Preparation of applicable ROC forms, filing;
• Preparation of draft agenda and notes to agenda for the Board / Committee level meetings;
• Draft Minutes preparation, follow ups, etc.;
• Uploading in paperless module; 
• Preparation of extracts of the minutes of the meetings, resolutions; Circular resolutions
• Verifying declarations relating to trading code of conduct; annual declarations/disclosures; Board evaluation;
• Verifying Charge forms, signing of CS’s DSC;
• Website updation;
• Preparation of covering letters for all correspondences with the regulators, printing of secretarial and compliance related documents;

SEBI Compliances related:

• Preparation of Intimations/statements/Reports/declarations to BSE as per SEBI LODR requirements/Stock Exchange
• SEBI compliances for Committee / Board agenda
• Inspection of the trades of Designated persons/affected persons and compliance to Trading code of Conduct
• Structural Digital Database compliance
• Scores, Smart ODR compliances

RBI Compliances related: 

• Support to RBI compliance team on secretarial/other matters 

CSR related:

• CSR Committee scheduling; preparation of agenda/notes to agenda; following up with Group CSR team; CSR related work: MOUs, Payments/Release letters, Receipts, etc.

Others:

• DSC register updation; Follow ups; Procuring DSCs, etc.
• To check directors/members availability for Committees, Board & GM meetings;
• Coordination with other departments for agenda, actionable, submission, compliance, filing of statutory returns/forms/disclosures
• Preparation of PAS-3, updating about change in Committees / Board / Directions / Action Taken Report (of previous Committee(s)/Board directions/actionable)
• Updation of Attendance registers (directors, invitees, auditors, etc.); Organize time / date / meeting rooms, sending reminders for the meetings
• Maintenance of files; Arranging All Committee and Board files
• Timely payments for ROC forms, sitting fees / commission / dividend, Director(s) travel, CSR expenditure release / tranches, related work for filing results, etc.;

Job Skills: 

• Flair for writing Minutes, letters, etc..;
• Ensure timeliness and meeting of deadlines; Ability to handle pressure / do multi-tasking;
• Upto date on all the Guidelines/Provisions/regulatory requirements;
• Good communication skills, confident and a positive attitude;

ompanies Act related:

• Preparation of applicable ROC forms, filing;
• Preparation of draft agenda and notes to agenda for the Board / Committee level meetings;
• Draft Minutes preparation, follow ups, etc.;
• Uploading in paperless module; 
• Preparation of extracts of the minutes of the meetings, resolutions; Circular resolutions
• Verifying declarations relating to trading code of conduct; annual declarations/disclosures; Board evaluation;
• Verifying Charge forms, signing of CS’s DSC;
• Website updation;
• Preparation of covering letters for all correspondences with the regulators, printing of secretarial and compliance related documents;

SEBI Compliances related:

• Preparation of Intimations/statements/Reports/declarations to BSE as per SEBI LODR requirements/Stock Exchange
• SEBI compliances for Committee / Board agenda
• Inspection of the trades of Designated persons/affected persons and compliance to Trading code of Conduct
• Structural Digital Database compliance
• Scores, Smart ODR compliances

RBI Compliances related: 

• Support to RBI compliance team on secretarial/other matters 

CSR related:

• CSR Committee scheduling; preparation of agenda/notes to agenda; following up with Group CSR team; CSR related work: MOUs, Payments/Release letters, Receipts, etc.

Others:

• DSC register updation; Follow ups; Procuring DSCs, etc.
• To check directors/members availability for Committees, Board & GM meetings;
• Coordination with other departments for agenda, actionable, submission, compliance, filing of statutory returns/forms/disclosures
• Preparation of PAS-3, updating about change in Committees / Board / Directions / Action Taken Report (of previous Committee(s)/Board directions/actionable)
• Updation of Attendance registers (directors, invitees, auditors, etc.); Organize time / date / meeting rooms, sending reminders for the meetings
• Maintenance of files; Arranging All Committee and Board files
• Timely payments for ROC forms, sitting fees / commission / dividend, Director(s) travel, CSR expenditure release / tranches, related work for filing results, etc.;

Job Skills: 

• Flair for writing Minutes, letters, etc..;
• Ensure timeliness and meeting of deadlines; Ability to handle pressure / do multi-tasking;
• Upto date on all the Guidelines/Provisions/regulatory requirements;
• Good communication skills, confident and a positive attitude;