Executive-Secretarial

Job description

**Role & responsibilities** **Key Responsibilities** **1. Board, Committee and DMC Meeting Support** - Support in scheduling, convening, and coordinating DMC, Board, and Committee meetings for the Division and acquired entities. - Prepare draft notices, agendas, minutes, resolutions, and other meeting-related documentation. - Coordinate meeting logistics, availability tracking, calendar management, and document circulation. - Ensure timely follow-up on meeting actions, approvals, and documentation closure. **2. Statutory and Company Law Compliance** - Assist in routine compliance activities under the Companies Act, 2013 and applicable Secretarial Standards. - Prepare and support timely filing of routine ROC forms and statutory submissions. - Maintain statutory registers, compliance trackers, filings repository, and secretarial records. - Monitor regulatory timelines and support timely completion of recurring and event-based compliances. **3. Governance Documentation and Process Support** - Support initial drafting and compilation of governance clarifications relating to Corporate Governance policies and internal processes. - Assist in preparing documents required for DMC, Board approval processes, and internal governance reviews. - Maintain governance MIS, compliance dashboards, trackers, and documentation repositories. - Ensure process discipline, accuracy, completeness, and timeliness in all secretarial deliverables. **4. Coordination with Stakeholders and Acquired Entities** - Coordinate with internal stakeholders, acquired company teams, finance, HR, legal, auditors, external consultants, and business teams for information collation. - Support governance hygiene and process alignment for newly acquired entities. - Follow up with relevant stakeholders for documents, data, approvals, and statutory information. - Provide operational support for audit queries, compliance checks, and documentation requests. **5. Records, Trackers and Compliance MIS** - Maintain updated statutory records, registers, trackers, meeting files, and governance documentation. - Ensure appropriate record-keeping for notices, agendas, minutes, resolutions, filings, approvals, and related correspondence. - Track open action items, pending filings, upcoming regulatory deadlines, and documentation gaps. - Support periodic internal reviews and audit readiness of secretarial records. **Key Result Areas** - Timely preparation of notices, agendas, minutes, resolutions, and meeting documentation. - Timely and accurate filing of routine ROC forms and statutory submissions. - Maintenance of complete and updated statutory registers and secretarial records. - Effective coordination with acquired entities and internal stakeholders for compliance inputs. - Accurate governance MIS, trackers, and documentation repositories. - Timely follow-up and closure of routine secretarial action items. - Improved process discipline, documentation quality, and audit readiness. **Desired Candidate Profile** - Qualified / semi-qualified Company Secretary preferred. - Bachelors degree in Commerce, Law, Business Administration, or related discipline may also be considered, depending on experience. - 2 to 5 years of experience in secretarial, company law compliance, governance documentation, ROC filings, statutory records, or corporate compliance roles. - Working knowledge of Companies Act, 2013, Secretarial Standards, ROC filing requirements, statutory registers, Board/Committee meeting documentation, and governance processes. - Strong documentation, coordination, follow-up, stakeholder management, MS Office, record-keeping, and compliance tracking skills. **Preferred candidate profile** Candidates with CS Qualified or Semi-qualified