Company Secretary Job Description

Company Secretary Job Description

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Company secretary provides advice to Board Directors, including the Chairmen, CEOs and Non-Executive Directors of Regulated Companies on corporate governance matters and compliance with UK Companies law and regulation.

Company Secretary Duties & Responsibilities

To write an effective company secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included company secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Provide secretarial and administrative support to senior management team based in both Beijing and Shanghai offices
Ongoing diary management
Responsible for managing emails as instructed
Client liaison for travel, meetings, accommodation
Daily office administration eg
Organizing domestic and international conference calls
Booking meeting rooms and coordinating catering arrangements for internal and external client meetings
Corporate secretary management of companies in Asia Pacific throughout their life-cycle
Assisting in projects (as maybe required) related to ongoing legal entity framework/oversight and related work-streams
Advising contacts in relation to annual return compliance

Company Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Company Secretary

List any licenses or certifications required by the position: ASIA, EMEA, CIPC, CICSA, APRA, FEMA, KYC, SOX, ASIC, FDI

Education for Company Secretary

Typically a job would require a certain level of education.

Employers hiring for the company secretary job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Law, Business, Legal, Education, Graduate, Management, Finance, Accounting, Communication, Technology

Skills for Company Secretary

Desired skills for company secretary include:

UK Corporate Governance Code
International jurisdictional law
Blueprint
Companies Act 2006
Companies Act and UK Listing Rules
Word
Accounting
Diligent Boardbooks
Guernsey and Jersey legislation and regulations would also be advantageous
Investment and economics

Desired experience for company secretary includes:

Drafting and organising agendas taking minutes for board meetings and AGMs/EGMs
Filings/publications and other dealings with the R.C.S
Organise board and shareholder meetings in Luxembourg with associated logistical requirements in liaison with matter manager
Deal with changes of board members
Consider and adhere to all relevant laws, statutory requirements, relevant regulatory environment and obligations policies and procedures
Ensuring compliance with the local regulatory bodies, Companies Registration Office, Financial Regulator and Irish Stock Exchange (Cayman Island Monetary Authority, LUX registrar, Companies House ), regulations and requirements/obligations in each jurisdiction

Company Secretary Examples

1

Company Secretary Job Description

Job Description Example
Our growing company is looking for a company secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for company secretary
  • A key aspect of this job will be to attend board and committee meetings on a regular basis
  • As a point of contact on the legal team you will be contacted by lawyers and Product from offices in other jurisdictions
  • A key aspect of this job will be to attend board and committee meetings on a frequent basis
  • Provide support to the Company Secretary in respect of corporate governance and statutory, regulatory and governmental requirements best practice requirements and standards
  • Handling day to day company secretarial work for the designated APAC countries
  • Responsible for the arrangements of board meetings and taking meeting minutes
  • Drafting and updating relevant corporate goverenance documents
  • Providing company secretarial advice to relevant business units
  • Assisting on any on-going corporate governance projects
  • Prepare annual and interim report, draft announcements, circulars, board minuets and
Qualifications for company secretary
  • The ideal candidate must have the ability to both work independently in a team
  • BA/BSc and/or ICSA qualification required
  • Knowledge of financial services sector preferable
  • Attend board meetings and provide full company secretarial support for the board of the funds you will be responsible for
  • Work with other teams in developing new products or amend existing ones, ensure that any necessary shareholder notifications have the appropriate content and form
  • Manage the Board paper production process effectively, ensuring that papers are sent to Directors in a timely manner
2

Company Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of company secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for company secretary
  • Manage and maintain the portfolio of Group companies
  • Co-ordinate and implement timely corporate compliance for all Group companies (including the updating of statutory registers and annual compliance)
  • Liaise with other internal departments and external auditors, solicitors and service providers in relation to the annual compliance process and daily transaction approval processes
  • Attend to meetings and filings, including managing the corporate calendar, preparing agendas and managing the board process (including detailed minute taking at audit committee, board and shareholder meetings)
  • Co-ordination of transaction approval and transaction document execution in a timely manner
  • Contribute to discussions, as and when required, and advise the various board of directors of any legal and corporate governance issues
  • Incorporation and dissolution of Group companies in Ireland and other jurisdictions
  • Assist with the management of the corporate secretarial department (including the mentoring of junior members of the department) to assist with and complete in the tasks described herein, and ensure such tasks are completed in a timely manner
  • Experience in funds minute taking
  • A qualified company secretary
Qualifications for company secretary
  • Law or Business related degree an advantage
  • Organise and maintain the agenda plan for the year and organize Board meetings a year in advance
  • Work with other team members to ensure that all action items from Board meetings are carried out effectively
  • Have line management responsibilities for one of the assistant company secretaries
  • Co manage the team making sure that the day to day work is carried out effectively and efficiently
  • Minimum 8 years relevant experience in corporate finance, capital market and fund raising experience
3

Company Secretary Job Description

Job Description Example
Our company is hiring for a company secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for company secretary
  • Manage the
  • Handling day to day full set of company secretarial work for Hong Kong
  • Responsible for the arrangements of board meetings and taking meeting minutes in MANDARIN
  • Setting up board and shareholder meetings and assisting in the integration and rationalisation of acquired companies
  • Preparation and monitoring of CRO annual returns
  • Preparation of statutory minutes in relation to board and shareholders meetings and liaising with clients in relation to the convening of same
  • Liaising with Companies Registration Office on a day- to- day basis
  • Dealing with queries from clients and colleagues in matters of company law
  • Manage and take responsibility for a portfolio of clients
  • Participation in a variety of project work
Qualifications for company secretary
  • Assist and respond to ad hoc Irish company law queries mainly in relation to powers of attorney and authorised signatories
  • Fluency in French or German (oral and written) would be advantageous
  • Degree holder with qualified professional member of HKICS or ICSA
  • Minimum 5 years relevant experience, preferrably gained from HK listed company or manufacturing and retail industry
  • Well versed in Hong Kong listing rules, corporate governance, SFO, company ordinances and other statutory and regulatory requirements
  • Experience in handling PRC law and compliance issues is a plus
4

Company Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking for a company secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for company secretary
  • Responsibility for a number of BT subsidiaries and support to directors including induction and training
  • Pan BT transaction and transformational projects
  • Development/ introduction Corporate Governance systems, databases and websites which are core to the transformation of the group
  • The maintenance of corporate reputation be ensuring that group companies comply with all relevant legislation and regulation
  • Support to the Head of Board Governance in attending Board Committee meetings and preparing accurate and concise records
  • Support to the Head of Employee Share Plans and Share Registration on share register and share plan administration
  • Assisting with the preparation and circulation of agendas, forward agendas, minutes and committee papers
  • Attend Board Committee meetings, including preparing Chair briefs, minutes, monitoring actions and drafting resolutions
  • Assisting with the writing of the governance section of the Annual Report
  • Preparation of the notice of meeting and AGM support
Qualifications for company secretary
  • Organizes time and resources to achieve aims
  • Minimum 3 years' experience in corporate compliance in a professional services setting
  • Familiar with HK Listing Rules and other relevant rules & regulations
  • Of professional, effective, high quality corporate secretarial statutory
  • Assist with implementing changes in legislation and corporate governance codes
  • Assist with implementing group wide policies including share dealing code, whistle blowing
5

Company Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of company secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for company secretary
  • The evolution of BT’s governance framework so that it supports BT’s strategic direction and business and provide advice and guidance on the governance framework including delegation of authorities and reserved powers
  • Support to the Head of UK Subsidiaries providing advise to the boards of subsidiary companies in the UK
  • Maintenance of company records, statutory books and registers
  • Implement the policies formulated by the directors, internal control and ensuring the same are being followed
  • Issue notice and agenda, convene & arrange AGM/meetings
  • Record the minutes of the proceedings of the meetings of the directors and all general meetings
  • Exercise independent judgment in liaison with Controller
  • Provide comprehensive practical support and guidance to all directors
  • Liaise with Internal Auditors & Statutory Auditors for audit programs, preparation for pre audit requirements and compliance of various findings by Auditors
  • Perform secretarial audit, when required
Qualifications for company secretary
  • Skilful at building connections in the business and getting what is needed need from people
  • ICSA qualified with a minimum of 2 years relevant post qualification experience
  • An ability to manage large workload
  • Ability to work on own initiative and without supervision is essential
  • An ability to mentor
  • Experience providing company secretarial support to UK listed investment trusts & companies

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