Corporate Secretary Job Description

Corporate Secretary Job Description

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Corporate secretary provides prompt in-house corporate advice to the Corporate Secretary and senior management team regarding multifaceted corporate matters including governance practices and developments.

Corporate Secretary Duties & Responsibilities

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

Sample responsibilities for this position include:

Attendance at board meetings
Filing documentation in connection with the formation, dissolution, merger, of subsidiaries in the region
Maintain calendar for the Director and other department personnel upon request
Enter and maintain all Global Compliance ethics cases submitted into the Navex Global IntegriLink database on spreadsheet
Organize work by correspondence, collecting information and initiating telecommunications
Maintain executive summary investigation reports
Prepare and distribute final major investigation executive summary reports on behalf of the Director and Labor Relations
Prepare the Security Assessment & Findings Reports and the Site Assessment Reports
Makes necessary travel arrangements for all T/L team both domestic and International
Receives telephone calls for the Director, and Managers

Corporate Secretary Qualifications

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

Licensing or Certifications for Corporate Secretary

List any licenses or certifications required by the position: NYSE, ENA, SOX, M&A, CSC, CT, CFO, CEO, SGUS, APAC

Education for Corporate Secretary

Typically a job would require a certain level of education.

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

Skills for Corporate Secretary

Desired skills for corporate secretary include:

Construction
Governance processes
Real estate records
Understanding of corporate organization and health care
Corporate secretarial laws
Corporate Law Principles
Corporate documentation requirements
Japanese language would be
Assigned area of responsibility
Campus scientific community

Desired experience for corporate secretary includes:

UK Companies Act
FCA Listing, Prospectus, Disclosure & Transparency Rules
FRC / AIC Codes of Corporate Governance
Technical knowledge of Guernsey and Jersey legislation and regulations would also be advantageous
Knowledge of funds industry developments and trends
Six (6) years administrative experience

Corporate Secretary Examples

1

Corporate Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of corporate secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for corporate secretary
  • Review of customer KYC prior to transaction booking oversight of account KYC completion to ensure compliance with AML/KYC regulations
  • Ensure filing of all statutory reports as required by Bahamas regulations and the Central Bank of The Bahamas
  • Partner with Business Management teams to provide oversight and business decisions to aid in pushing projects toward completion
  • Member of company secretarial team who provide secretarial support services to Irish regulated funds and SPVs (both domiciled in Ireland and UK)
  • Co-ordinate holding of board meetings and AGMs / EGMs
  • Liaising with accountants, auditors, receivers, liquidators, legal advisers and stock exchanges
  • Supporting the accounting team with providing co-sec information, ensuring that financial statements are signed off and filed on time
  • Keeping regulatory files and distributing any correspondence from regulatory authorities such as the Central Bank of Ireland and IAASA
  • Attending and minuting funds board meetings
  • Acting as ONR systems administrator for the Central Bank of Ireland ONR system
Qualifications for corporate secretary
  • Experience providing company secretarial support to UK listed investment companies
  • Qualified individuals must possess a High School Diploma and 6-8 years administrative experience or Associate Degree and 4-6 years administrative experience
  • Competencies required for this role are project management and multi-tasking
  • The candidate must be a customer service oriented individual
  • Must be proficient in the use of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and other computer software programs
  • Excellent secretarial skills, general bookkeeping skills, organizational and filing skills, computer proficiency, and telecommunications
2

Corporate Secretary Job Description

Job Description Example
Our company is hiring for a corporate 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 corporate secretary
  • Assists with scheduling and planning for meetings of the boards of directors for Southern system companies
  • Drafts Southern and Southern system companies’ board resolutions, reports, minutes and other documentation related to corporate governance
  • Ensure knowledge of personnel whereabouts and maintaining exact and complete sign-in/sign-out procedures for visitors and on-site staff - maintain security by following procedures
  • Serve as a chief point of contact for corporate and committee governance for the SGUS
  • Serve as Secretary for executive management-level committees in SGUS
  • Work with participants to prepare agendas and review (providing feedback as needed) materials for meetings
  • Regularly interface with Business and support functions to advise and assist with good governance across the SGUS governance committees and the legal entity structures
  • Ensure compliance with governance record keeping policies and procedures
  • Maintain and update and assist in implementing local and global corporate governance policies and procedures, including signature authority policies, committee governance
  • Assist in preparing and filing reports of required information to relevant regulators
Qualifications for corporate secretary
  • High School Diploma or equivalent supplemented with course work in personal computer operations and three to five year’s secretarial/administrative experience
  • A minimum of 3 years of business office experience required
  • Initiative and an ability to work independently without supervision required
  • Proficient in use of Microsoft Office products software (Excel, Word, Access, Power Point) required
  • At least 2 years experience in U.S. based Import, Export, or International Sales administration or Transportation environment is preferred
  • Hazardous materials transportation experience preferred
3

Corporate Secretary Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of corporate secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for corporate secretary
  • Assist other members of the Legal Department on longer-term or ad hoc projects and assignments
  • Manages day-to-day operations of the Corporate team, including administrative and legal documentation issues
  • Participates to conference calls and face-to-face clients meetings
  • Anticipates and detects clients’ needs
  • Ensures an appropriate follow up of clients files and relationship
  • Handles with ad-hoc complex client files and/or operations
  • Reviews the accuracy and exhaustiveness of client files in cooperation with the team of Accountants
  • Maintaining proper legal records and files
  • Maintenance of statutory books for all Group companies which includes
  • Being the ‘go to’ person for the colleagues of the CR department
Qualifications for corporate secretary
  • Exceptional time management and ability to multitask effectively
  • Proactive, common sense and ability to use initiative
  • Ability to meet with clients and communicate with them with confidence
  • Ability to work well in virtual teams in matrix organizations
  • Ability to deal with sensitive, confidential information
  • Qualified company secretary with experience in funds minute taking and a minimum of 5 years' experience in a company secretarial role
4

Corporate Secretary Job Description

Job Description Example
Our innovative and growing company is looking for a corporate 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 corporate secretary
  • Function as a back-up for the PA of the Managing Director of the department (who also supports management team members)
  • Fill out purchase orders to ensuring invoices for the department are processed timely and accurately
  • Supporting team members in setting up meetings and preparing agendas
  • Setting up CR department meetings – together with colleagues
  • Managing correspondence in Dutch and English
  • Taking care of the data-entry in the various NN information systems (such as Esize, Topdesk )
  • Organising video and telephone conferences
  • Ordering office products
  • Supporting Branding team with answering questions (Brand portal, sponsoring)
  • Support with specific broader department projects
Qualifications for corporate secretary
  • Discharging other duties as may be assigned by the Board or as prescribed
  • Must be a member of the Institute of Company Secretaries India (ICSI)
  • Bachelor's Degree from a reputable school
  • Reliability, discretion and confidentiality are essential attributes for success in this role
  • Exceptional written and oral communication skills (English and Hindi are critical, Marathi would be a plus point for candidates)
  • Note taking and typing with accuracy and speed
5

Corporate Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking for a corporate secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for corporate secretary
  • Working with stakeholders to ensure that materials submitted are clear, have been vetted by the right stakeholders and that submissions align with the requirements of NN’s internal corporate governance frameworkand are submitted timely
  • Following up on action point from the various board meetings
  • Organising and scheduling the accommodation / lodging and transport of board members in relation to attendance at meetings
  • Managing the corporate secretariat calendar for the board and committee meetings and meetings of the individual Supervisory Board members
  • Working with stakeholders to maintain the annual meeting schedules for both boards and their committees
  • Registering and welcoming guests, in person or on the telephone
  • Ensuring proper retention and filing of documents and for timely destruction of materials as assigned
  • Assist the (Deputy) Corporate Secretary in developing and writing internal procedures to ensure that Corporate Secretariat tasks are well-memorized with clarity on roles and responsibilities
  • Provides administrative support to the Vice President & General Counsel
  • Schedules and maintains calendar
Qualifications for corporate secretary
  • Discharging company secretarial functions with regard to requirements under the Companies Act, 2013, including preparation of annual corporate compliances and other declarations and certifications under the Companies Act, passing of resolutions by the company, assistance with holding any board and shareholders meetings of the company, and appointment of directors and other key personnel
  • Excellent Microsoft Office skills – Outlook, Word, Excel and PowerPoint
  • Flexibility and adaptability to juggle a range of different tasks to meet deadlines
  • Graduate Degree (preferably in literature/business/management/administration/science)
  • Specialised secretarial qualifications or certifications
  • Minimum of five years in a Business and /or Accounting related field with professional level support responsibilities

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