Job Description – Company Secretary

Job Title

Company Secretary

Role Purpose

To ensure the organization maintains the highest standards of corporate governance, regulatory compliance, and secretarial practices. The role is responsible for managing compliance under the Companies Act, SEBI Regulations, Listing Obligations, and other applicable corporate laws while providing effective support to the Board of Directors, Committees, and key stakeholders.

Key Responsibilities

Corporate Governance & Secretarial Compliance

• Ensure compliance with the provisions of the Companies Act, 2013, SEBI Regulations, Listing Obligations and Disclosure Requirements (LODR), and other applicable statutory and regulatory requirements.

• Advise the Board and senior management on corporate governance matters, regulatory developments, and compliance obligations.

• Monitor changes in applicable laws and regulations and assess their impact on the organization.

Board & Committee Management

• Plan, coordinate, and manage Board Meetings, Committee Meetings, and Annual General Meetings (AGMs) in accordance with statutory requirements.

• Prepare and circulate meeting notices, agendas, board notes, resolutions, and supporting documents within prescribed timelines.

• Draft and maintain accurate minutes of meetings and ensure timely implementation of action points arising from Board and Committee discussions.

Regulatory Filings & Statutory Records

• Ensure timely filing of statutory returns, e-forms, disclosures, and other compliance-related submissions with the Registrar of Companies (ROC), Stock Exchanges, SEBI, and other regulatory authorities.

• Maintain statutory registers, records, licenses, and corporate documents in compliance with legal requirements.

• Manage secretarial audits and ensure closure of observations within agreed timelines.

Listed Entity Compliance

• Ensure compliance with SEBI (LODR) Regulations and Stock Exchange requirements.

• Coordinate preparation and submission of corporate announcements, disclosures, shareholding patterns, corporate governance reports, and other periodic filings.

• Monitor insider trading compliance, trading window closures, and related-party transaction disclosures, where applicable.

Stakeholder Management

• Liaise with auditors, legal advisors, regulators, depositories, stock exchanges, and other external stakeholders.

• Collaborate with Finance, Legal, Investor Relations, HR, and business teams to ensure seamless compliance management.

Annual Reporting & Documentation

• Coordinate the preparation and publication of Annual Reports and corporate governance disclosures.

• Ensure accuracy and completeness of secretarial information included in statutory and annual reporting documents.

Compliance Monitoring & Risk Management

• Develop and maintain compliance trackers, calendars, and governance dashboards.

• Identify compliance risks and recommend corrective and preventive actions.

• Support internal audits, regulatory inspections, and governance reviews.

Role Specifications

ParticularsDetailsQualificationQualified Company Secretary (ACS/FCS) and Member of ICSIExperience4–8 years of relevant experience in Corporate Secretarial and Compliance functionsIndustry PreferenceListed Company experience is mandatory; Manufacturing industry exposure preferredReporting ToHead – Legal & Secretarial / CFO / Director (as applicable)LocationAs per business requirement

Desired Candidate Profile

• Proven experience in handling secretarial and compliance functions for a listed company.

• Strong understanding of Companies Act, 2013, SEBI Regulations, LODR requirements, and corporate governance frameworks.

• Experience in managing Board, Committee, and Shareholder meetings.

• Familiarity with MCA filings, stock exchange compliance portals, and secretarial software/tools.

• Strong documentation, drafting, and communication skills.

• Ability to manage multiple deadlines in a dynamic business environment.

• High level of integrity, confidentiality, and professional ethics.

Key Competencies

Technical Competencies

• Companies Act, 2013 Compliance

• SEBI Regulations & LODR Compliance

• Corporate Governance Frameworks

• Secretarial Audit & Compliance Management

• ROC Filings & MCA Portal Management

• Board & Committee Meeting Administration

• Statutory Registers & Records Management

• Annual Report Preparation

• Insider Trading & Disclosure Compliance

• Regulatory Documentation & Reporting

Functional Competencies

• Corporate Secretarial Operations

• Regulatory Compliance Management

• Stakeholder Coordination

• Governance Reporting

• Policy Interpretation & Implementation

• Risk Assessment & Compliance Monitoring

• Documentation & Drafting Excellence

Business Competencies

• Business Acumen

• Risk Awareness

• Regulatory Impact Assessment

• Process Improvement

• Compliance Planning & Execution

• Decision Support

Behavioural Competencies

• Attention to Detail

• Integrity & Ethics

• Accountability

• Analytical Thinking

• Problem Solving

• Time Management

• Confidentiality

• Collaboration & Relationship Management

Leadership Competencies

• Influencing & Advisory Skills

• Stakeholder Management

• Change Agility

• Ownership & Initiative

• Strategic Thinking

Success Metrics

• 100% timely statutory and regulatory filings.

• Zero major non-compliance observations or regulatory penalties.

• Timely conduct and documentation of Board, Committee, and Shareholder Meetings.

• Successful completion of secretarial audits with minimal observations.

• Timely submission of stock exchange and SEBI-related disclosures.

• Accuracy and completeness of statutory records and governance documentation.

• Effective compliance monitoring and closure of audit/regulatory observations within agreed timelines.

• Positive feedback from Board members, auditors, and regulatory stakeholders.