Company Secretary Job Description [with Template]

A well-written company secretary job description is essential for attracting qualified candidates to this important role. The company secretary acts as a bridge between the company’s board of directors, shareholders, and management team. Their responsibilities involve managing corporate governance matters, ensuring compliance with regulations, and providing administrative support. In this blog, we will explore what to include in an effective company secretary position description.

Elements of a Company Secretary Job Description

A company secretary’s job description should include certain elements to attract competent candidates. These include the following:

1. Company Overview

The company overview section provides candidates with background information about your organization. In this section, you should ideally include the following information.

• Company name and industry
• Products or services offered
• Company culture and values

Sample:

ABC is a leader in the automotive supply industry, providing high-quality parts and components to major automakers globally. Headquartered in Mumbai, India, our company has 35 facilities worldwide. We are dedicated to delivering high-quality products that meet the highest standards of safety and reliability. Our values include innovation, sustainability, and a commitment to excellence in all that we do.

2. Job Title

The job title should clearly state the exact job position, like Company Secretary, to ensure candidates understand the specific role they are applying for. You may include any additional titles or abbreviations that may be used to refer to the position. Just be sure the title aligns with the actual role and duties.

Sample:

Job Title: COMPANY SECRETARY (CS)

3. Company Secretary Job Brief

The job brief provides an overview of the company secretary’s responsibilities. The paragraph should sum up the essence of the position in 3-4 sentences. It provides prospective candidates with a quick understanding of what the position entails.

Sample:

As the Company Secretary, you will play a crucial role in ensuring the company’s adherence to corporate governance best practices. You will be responsible for organizing board meetings, maintaining accurate records, and providing guidance on legal and regulatory matters. You will also facilitate communication between the board of directors, management, and shareholders.

4. Company Secretary Job Responsibilities

This section outlines the detailed list of the company secretary’s duties and responsibilities. Clearly articulating the job responsibilities is essential to ensuring that candidates have a comprehensive understanding of the expectations and requirements of the role. It will enable you to attract candidates who possess the necessary skills and experience to succeed in the position. 

Sample:

• Prepare and distribute documents for board, committee, and shareholder meetings, including agendas, minutes, and briefing papers.
• Attend all board meetings, take accurate minutes, and compile records.
• Ensure company adherence to all filing and compliance requirements.
• Advise the chairman and board members on matters of corporate governance, ethics, and regulatory obligations.
• Provide administrative support to the chairman, CEO, directors, and board committees.
• Coordinate annual shareholder meetings and manage shareholder communications.
• Oversee document retention policies to ensure legal compliance.

5. Education & Experience

By specifying the minimum educational qualifications, you can ensure that applicants have a solid foundation in the relevant field. Additionally, by outlining the desired years of experience in a similar role or industry, you can attract candidates who have a proven track record of success.

Sample:

• Bachelor’s degree in Law, Business, or a related field.
• CS Executive certification is a must.
• Business communication course certification (preferable).
• A minimum of 5 years of experience as a Company Secretary or in a similar corporate governance role.
• Familiarity with relevant laws, regulations, and best practices related to corporate governance.
• Experience in organizing board meetings, maintaining official records, and facilitating communication between stakeholders.
• Strong understanding of corporate compliance and statutory filing requirements.

6. Must-Have Skills

The skills section outlines the essential technical and interpersonal skills that a company secretary should possess. These skills may include proficiency in legal and regulatory compliance, strong communication and organizational abilities, attention to detail, and the ability to work effectively with stakeholders at all levels of the organization.

Sample:

• Expert knowledge of company law, corporate governance, and regulatory compliance.
• Strong consulting skills to advise the board on matters of ethics, governance, and legal obligations.
• Excellent note-taking and typing skills to accurately record meeting minutes.
• Skills for financial analysis to assess company accounts and performance.
• Experienced with secretarial software and tools like Boardable, EntityKeeper, etc.
• Strong research, analytical, and problem-solving skills.
• Strong attention to detail and organizational skills.
• Ability to work under pressure and meet deadlines.
• Maintain integrity and discretion, and possess the ability to handle confidential information.

7. Salary Information

Providing salary information in a company secretary’s job description will set clear expectations for the job applicants. It will help attract candidates who are seeking a specific salary range, ensuring that both the employer and the applicant are on the same page from the start. 

This can save time and resources during the recruitment process by filtering out candidates who align with your company’s salary structure. Additionally, you can include information on the benefits and perks of employment.

Sample:

Offered Salary: ₹15 LPA

Additional Perks:

• Health insurance 
• Transportation allowance
• Paid time off
• Work-from-home option

Company Secretary Job Description Template

Below is a sample job description template for a company secretary job role, which can serve as a guide to crafting a job description for your organization.

Company Overview: Venture Growth Inc. is a dynamic SaaS start-up headquartered in Punjab, India. Founded in 2018, our company has quickly grown to over 200 employees. Our flagship product is an AI-powered customer service platform used by over 1,000 businesses worldwide. The company maintains a fun, fast-paced work environment. Our culture emphasizes innovation, collaboration, and delivering high-quality solutions that drive customer satisfaction. Job Title: Company Secretary  About the Job Role: We are seeking an experienced Company Secretary to join our team. The company secretary acts as an advisor to our Board of Directors while ensuring Venture Growth’s compliance with regulations and supporting the board with corporate governance matters. This position involves preparing documents for board and shareholder meetings, maintaining company records, advising on governance practices, managing dividends and share issuance, onboarding directors, and providing administrative support to the executive team. The ideal candidate has an entrepreneurial spirit and thrives in a dynamic work environment. Responsibilities: – Organize and manage annual general meetings, including creating agendas, recording minutes, and communicating decisions. – Provide legal, financial, and strategic advice during and outside of meetings. – Advise directors and senior leadership on corporate governance issues. – Stay updated on regulatory changes that impact the organization’s operations. – Communicate with external professionals involved in corporate governance, like auditors. – Implement processes or systems to ensure effective organizational management or compliance. Education & Experience: – Bachelor’s degree in Law, Business Administration, or Finance is required. – 5+ years experience as a Company Secretary or similar corporate governance role. – Expert knowledge of corporate law and regulations. – Experience in organizing board meetings and maintaining official records. – Financial modeling and valuation course certification (preferable). Required Skills: – Outstanding organizational and time management skills. – Proficient in Microsoft Office Suite. – Experience with board management software is a plus. – Discretion when handling sensitive and confidential information. – Proactive communication and interpersonal skills. – Ability to multitask, prioritize, and manage time effectively. Salary & Benefits: – Competitive salary of ₹ 10 LPA – Performance bonuses – Medical insurance – Generous vacation allowance

Conclusion

An effective company secretary job description is vital for attracting skilled candidates to this crucial corporate role. It should provide an overview of the company, a summary of the position, a list of responsibilities, minimum requirements, and compensation details. Use the template provided in this blog post when creating or updating your company secretary job description. 

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