Company Secretary

We are seeking a qualified and detail-oriented Company Secretary with approximately 5 years of post-qualification experience to ensure compliance with corporate laws and regulatory requirements for an unlisted company in India. The role includes enterprise-wide compliance management, oversight of digital shareholding requirements, maintaining a legal repository, and supporting basic contract management.

The candidate will have responsibilities across the following functions:

Corporate Governance and Board Support:

• Organise and facilitate Board Meetings, Committee Meetings, and General Meetings.
• Prepare agenda, board packs, minutes, and resolutions.
• Advise directors on governance practices and regulatory obligations.

Regulatory and Statutory Compliance:

• Ensure compliance with the Companies Act, 2013 and applicable rules.
• Handle timely filing of statutory forms, returns, and disclosures with MCA/ROC.
• Maintain statutory registers and records.
• Liaise with regulators, auditors, and consultants.

Shareholding and Dematerialisation Compliance:

• Ensure compliance with mandatory dematerialisation requirements for shares applicable to unlisted companies under the Companies Act (including relevant rules such as Companies (Prospectus and Allotment of Securities) Rules).
• Coordinate with Depositories (NSDL/CDSL), RTA, and stakeholders for demat of shares.

Monitor and ensure that:

• All share issuances, transfers, and corporate actions are carried out in demat form, where applicable
• Shareholders complete dematerialisation of holdings within prescribed timelines
• Maintain accurate records of beneficial ownership and digital shareholding structure.
• Oversee reconciliation of share capital and demat records.

Enterprise-Wide Compliance Management:

• Track and monitor compliance across all departments (HR, Finance, Operations, etc. ).
• Develop and maintain a central compliance calendar and tracking system.
• Conduct periodic compliance reviews and audits.
• Drive accountability across teams for timely closure of compliance requirements.

Corporate Secretarial Functions:

• Manage corporate actions, restructuring, and secretarial documentation.
• Draft and review resolutions and internal policies.
• Maintain shareholder records and related documentation.

Legal Coordination and Contracting Support:

• Maintain a working understanding of legal contracts.
• Support in review, execution tracking, and compliance of agreements.
• Coordinate with external counsel where required.

Legal Repository and Documentation:

Maintain a centralised digital legal repository for:

• Contracts and agreements.
• Licenses and approvals.
• Corporate records and filings.
• Ensure proper indexing, version control, and accessibility.
• Track renewals, validity, and compliance obligations.

Compliance and Risk Management:

• Develop and improve compliance frameworks and SOPs.
• Identify and mitigate enterprise compliance risks.
• Promote a culture of governance and regulatory awareness.

Requirements:

• Qualified Company Secretary (ICSI).
• 5+ years of relevant experience.
• Experience in unlisted companies and dematerialisation compliance preferred.

Skills and Competencies:

• Strong knowledge of the Companies Act and MCA regulations.
• Familiarity with dematerialisation process and depository systems.
• Exposure to enterprise compliance tracking.
• Basic understanding of contracts and legal documentation.
• Strong organisational and communication skills.

Key Performance Indicators (KPIs):

• Timely statutory filings with zero compliance lapses.
• Effective implementation of dematerialisation requirements.
• Accuracy of digital shareholding records.
• Efficiency of company-wide compliance tracking system.
• Robustness of legal repository management.