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Company Secretary Duties and Responsibilities Explained

A company secretary has a vital role in an organization. They provide key services and ensure important tasks are done properly. This helps the company follow rules and operate well. What are the main duties and responsibilities of a company secretary?

Board Meetings

The secretary sends notice of board meetings to directors. They prepare the agenda with input from the chairperson. During the meeting, the secretary takes notes and drafts the minutes. Later, they circulate the final minutes to the board. They also arrange the venue, refreshments and other logistics.

Shareholder Meetings

For shareholder meetings like the annual general meeting, the secretary issues proper notice to investors. They make sure all legal requirements are met when giving notice. On the day, the secretary records the minutes which become the official record of proceedings.

Maintain Statutory Registers

The company secretary keeps important registers updated like the register of members, directors register, register of charges and others. This ensures accurate records required by law. The secretary also issues share certificates and assists with share transfers and transmission.

Filing Documents

The secretary has to file various documents with regulatory authorities. This includes annual returns, director appointment forms, and other statutory paperwork. They must know the filing process and deadlines to avoid non-compliance.

Administrative Work

A company secretary services Singapore handles a lot of administrative tasks to support the board and operations. This includes preparing board packs, drafting resolutions, maintaining minute books, updating policies, and issuing notices and correspondence.

Legal and Accounting Records

Keeping the company's legal and accounting records organized is another core duty of the secretary. This includes licenses, contracts, financial statements and tax documents. Proper records management provides access to critical information.

Governance Advice

Providing expert governance guidance to the board is an important responsibility of the secretary. They advise on best practices in board processes, compliance, disclosures, accountability and stakeholder management.

Compliance Management

The secretary keeps the company compliant with relevant laws, regulations and rules. They have extensive knowledge of legal and regulatory requirements across all areas impacting the company.

Communications

A company secretary serves as a key link between the company and its shareholders, authorities, advisors and other external parties. They facilitate clear communication through notices, emails, phone calls and in-person meetings.

Appointing an experienced and professionally qualified company secretary is a strategic investment that provides immense value. Their expertise in governance, compliance, administration and stakeholder communication enables smooth operations and effective boards. A competent secretary fulfills multiple key duties that mitigate risk, enhance processes and maintain regulatory requirements. They play a central role in the organization as a strategic partner, not just a requirement. Companies should view appointing a capable secretary as a commitment to excellence in governance, ethics and compliance.

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