A company secretary is an officer appointed by a company to ensure that the company complies with statutory and regulatory requirements and maintains good corporate governance practices. The role of a company secretary varies depending on the jurisdiction and the specific requirements of the company, but generally includes the following responsibilities:
Statutory Compliance: The company secretary ensures that the company complies with all legal and regulatory requirements relevant to its operations. This includes filing statutory returns, maintaining statutory registers, and ensuring that the company’s activities are conducted following applicable laws and regulations.
Corporate Governance: The company secretary plays a key role in promoting good corporate governance practices within the company. This involves advising the board of directors on corporate governance matters, ensuring compliance with corporate governance codes and guidelines, and facilitating communication between the board and shareholders.
Board Support: The company secretary provides administrative support to the board of directors, including arranging board meetings, preparing agendas and board packs, and taking minutes of meetings. They also ensure that board decisions are implemented and communicated effectively.
Shareholder Relations: The company secretary acts as a point of contact for shareholders and facilitates communication between the company and its shareholders. They handle shareholder queries, organise shareholder meetings, and ensure that shareholder rights are respected.
Record Keeping: The company secretary is responsible for maintaining accurate and up-to-date records of company meetings, resolutions, and other corporate documents. This includes maintaining the company’s register of members, directors, and secretaries, as well as keeping records of share transactions and other corporate events.
Advisory Role: The company secretary provides advice and guidance to the board of directors and senior management on a wide range of corporate, legal, and regulatory matters. They keep abreast of changes in legislation and best practices and ensure that the company’s policies and procedures are up-to-date and effective.