Assistant Company Secretary

**Company Secretary: Job Description**:
The Company Secretary is a key administrative officer responsible for ensuring that a company complies with statutory requirements, maintains proper corporate governance, and adheres to internal policies. The role is essential in maintaining transparency, good governance, and proper functioning of the board of directors.

**Key Responsibilities**:

- **Corporate Governance**:

- Ensure the company complies with legal, statutory, and regulatory requirements.
- Advise the board on governance matters, ensuring decisions are aligned with the company's legal framework.
- Assist in the implementation of the best governance practices.
- **Board Support**:

- Prepare agendas, organize board meetings, and annual general meetings (AGMs).
- Maintain minutes of board meetings and ensure accurate records of decisions.
- Ensure timely distribution of board papers and reports.
- **Filing and Compliance**:

- Handle the filing of statutory forms and ensure compliance with Companies Act and other relevant laws.
- Ensure the maintenance of statutory registers and records, such as the register of members, directors, and secretaries.
- **Corporate Documentation**:

- Draft and review legal documents such as resolutions, contracts, and agreements.
- Ensure safe custody of the company's legal documents, including the company's seal.
- **Liaison with Regulatory Authorities**:

- Act as the primary point of contact between the company and regulatory bodies such as stock exchanges, tax authorities, and other government agencies.
- **Shareholder Communication**:

- Handle communication with shareholders, manage the dividend payment process, and update shareholder records.
- Ensure the publication of required notices, reports, and other shareholder documents.
- **Risk Management**:

- Identify and manage potential risks that could affect the company’s legal standing or reputation.

**Skills and Qualifications**:

- In-depth knowledge of company law, corporate governance, and regulatory frameworks.
- Strong organizational and time management skills.
- Excellent communication and interpersonal skills.
- Legal qualifications or professional certifications (e.g., ICSA, Corporate Secretarial Practice) are often preferred.

**Compliance Officer: Job Description**:
A Compliance Officer is responsible for ensuring that a company adheres to legal standards, regulatory requirements, and internal policies. They monitor and report on compliance issues and ensure that the company is operating ethically and within legal boundaries.

**Key Responsibilities**:

- **Regulatory Compliance**:

- Develop, implement, and maintain an effective compliance program.
- Ensure the company complies with all laws and regulations (e.g., financial, environmental, labor, and industry-specific laws).
- Stay up to date with regulatory changes and assess their impact on the organization.
- **Internal Policies**:

- Develop and review company policies and procedures to ensure they meet compliance standards.
- Conduct periodic internal audits to ensure adherence to internal policies.
- **Training and Awareness**:

- Conduct training sessions and workshops for employees on compliance issues, corporate ethics, and risk management.
- Provide guidance and support to the board and management on compliance-related matters.
- **Risk Assessment**:

- Assess compliance risks within different departments and develop strategies to mitigate them.
- Implement and oversee risk management programs that address operational, financial, and legal risks.
- **Monitoring and Reporting**:

- Monitor and evaluate compliance programs and report on their effectiveness.
- Investigate potential breaches of compliance and recommend corrective actions.
- Prepare reports for senior management and regulatory bodies.
- **Liaison with Regulators**:

- Act as the company’s point of contact for compliance-related issues with external regulators and law enforcement agencies.
- Ensure timely submission of regulatory reports and filings.

**Skills and Qualifications**:

- Thorough knowledge of regulatory requirements and legal guidelines relevant to the company’s industry.
- Strong ethical standards and ability to handle confidential information.
- Excellent problem-solving, analytical, and communication skills.
- Familiarity with risk management practices and frameworks.
- Professional certifications (e.g., Certified Compliance and Ethics Professional - CCEP) are often preferred.

**Combined Role: Company Secretary and Compliance Officer**

In many organizations, especially smaller ones, the roles of **Company Secretary** and **Compliance Officer** may be combined. The individual would be responsible for both ensuring compliance with corporate governance standards and regulatory frameworks, as well as fulfilling administrative and legal duties.

**Responsibilities in a Combined Role**:

- Ensuring the organization adheres to statutory requirements and internal