Company Secretary

Key Responsibilities

1. Regulatory & Listing Compliance

Ensure timely compliance with SEBI (LODR) Regulations, Companies Act, FEMA (where applicable),

Insider Trading Regulations, and other relevant laws.

Prepare, review and file all periodic and event-based disclosures to stock exchanges (Sebi filings,

shareholding pattern, corporate governance reports, outcome of board meetings, etc.).

Coordinate and ensure compliance with statutory filings (MCA e-forms, annual returns, financial

statements disclosures and annual reports).

2. Board & Governance Support

Organize and manage Board meetings, Committee meetings (Audit, Nomination & Remuneration,

Stakeholders' Relationship, Risk Management, CSR etc.) — agenda preparation, notice, background

papers, minutes and follow-ups.

Advise the Board on corporate governance best practices and regulatory changes; implement Board

decisions and maintain Board effectiveness.

Assist in Board composition matters, director on-boarding, induction programs and maintenance of

KYC/Fit & Proper records.

3. Secretarial & Statutory Records

Maintain statutory registers, minute books, share transfer ledgers, and records under the

Companies Act and listing regulations.

Coordinate with Registrar & Share Transfer Agent on transfers, dematerialization, split/ consolidation

and transmission matters.

Conduct periodic secretarial audits and ensure corrective action on audit findings.

4. Shareholder & Stakeholder Management

Handle investor relations in coordination with IR/Finance — respond to shareholder queries,

manage share transfers, dividend processing and grievance redressal within prescribed timelines.

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Prepare and coordinate Annual General Meeting (AGM): notices, postal ballots/e-voting, proxies,

scrutinizers and post-meeting compliances.

5. Legal & Contractual Support

Review commercial contracts, MOUs, joint ventures, non-disclosure agreements, and other

corporate documents from a compliance perspective (coordinate with legal counsel for litigation and

major legal matters).

Assist in corporate actions — rights issue, bonus issue, buybacks, mergers & acquisitions,

demergers, and listing/ delisting processes.

6. Risk, Policies & Internal Controls

Develop and update company policies (Insider Trading Code, Whistleblower Policy, Board Charter,

Code of Conduct, Related Party Transaction Policy, etc.).

Implement internal controls for secretarial and compliance processes and train teams on these

policies.

7. Liaison & Representation

Act as company's designated officer for SEBI, Stock Exchanges, Ministry of Corporate Affairs and

other regulatory bodies.

Coordinate with statutory auditors, internal auditors, legal advisors and external consultants.

The Compliance Officer must be a qualified Company Secretary and a member of ICSI.

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