Team Member Secretarial

3 weeks ago

Mumbai, India Aditya Birla Group Full time

Key Result Areas

Supporting Actions

Board/Committees/Shareholders/Trust Meetings

1. Prepare Notice, Agenda, all other related documents for Board/Committee. 2. Follow up, obtain and collate information pertaining to quarterly CG Reports /Banking operations/ fatal accidents etc from all the units. 3. Collate necessary data and prepare relevant notes/ annexures for items to be placed before Board/ Committee Meetings from various departments/ units. 4. Draft Minutes of the Meetings within prescribed timelines. 5. Complete necessary filings with Stock Exchanges/ RoC post Board/ Committee Meetings. 6. Provide resolutions to the concerned departments promptly post meetings. 7. Prepare Circular resolutions for Board/Committee Meetings and circulating the same to the directors for their confirmation 8. Prepare Notices, Minutes, Agendas, Attendance Register and all other relevant documents were prepared for Gratuity, Provident Fund and Superannuation Trusts. 9. Assisted in conducting all Meetings of PF Trust, Gratuity Trust and Superannuation Trust.

Annual Report Preparation, Printing and Distribution, Shareholders Meeting 

1. Drafting of Directors Report and Annexures relating thereto. 2. Drafting of other parts of Annual Report which is required from Secretarial Department. 3. Ask for relevant data from all the Units and compile the same for Annual Report. 4. Co-ordinate with other departments of CFD for data required by them. 5. Co-ordinate with printer for printing of Annual Report. 6. Arrange for the list of shareholders for dispatch of Annual Report. 7. Arrange for the list of Shareholders to whom 8. Annual Report to be sent on mail. 9.Co-ordinate with various agencies/departments connected with shareholders and Postal Ballot. 10. Preparation for conducting Poll/E-voting. 11.Planning and implementation of other activities related with the matter.

Statutory Compliances, Annual/Half-Yearly/Quarterly filings

1. To ensure quarterly, half yearly, annual and event based compliances under Companies Act,2013 SEBI (LODR) Regulations, 2015 and any other applicable laws as may be required. 2. To prepare and obtain periodic/ annual disclosures from Directors, Senior Management, Designated employees under SEBI PIT Regulations. 3. Liasoning with various Statutory Authorities viz. BSE, NSE, NSDL, CDSL etc. 4. To file various forms/ returns (periodic, event based, one time forms and returns) with Registrar of Companies within prescribed timelines. 5. To file necessary intimations, press releases, updates with Stock Exchanges. 6. To update website of the Company and upload filings done with Stock Exchanges, Code and Policies on the website of the Company. 7. To maintain and Update Statutory registers of Grasim. 8. To collate and update periodically Directorship of Directors for their confirmation 3. To compile, collate and provide information for Secretarial Audit for FY19-20. 9. To complete routine secretarial activities like providing resolutions/letter of authority/MOA copies/ List of Directors/ Providing sitting fee certificate/ obtaining disclosures etc. 11.To draft minutes for Board Meeting /Committee Meetings/ Trust Meeting.

NCDs & CPs

1. Handling end to end activities, within agreed timelines, for raising Non-Convertible Debentures / Commercial papers including following activities viz, drafting and preparing Information Memorandum in accordance with SEBI Regulations and Companies Act, making application to stock exchanges for obtaining In principle approval. 2 Preparing/ submitting necessary documents for activation of ISIN and credit of Debentures; Co-ordinating with NSDL and CDSL for activation ISIN and processing corporate action documents and ensuring credit of debentures within agreed timelines. 3. Preparing agenda/ resolutions for allotment of NCDs. 4. Preparing submitting necessary application for listing of Debentures/ CPs on NSE and BSE. 5. Submitting necessary documents to the Debenture Trustee including vetting of Debenture Trust Agreement and other documents. 6. Filing necessary forms with Registrar of Companies post allotment within prescribed timelines. 7. Preparing and maintaining complete record of allottee(s) in form PAS-5. 8. Preparing and filing periodic compliance pertaining to debentures/ CPs with stock exchanges and also submit necessary documents to the Debenture Trustee.

Other Activities- POAs, Website Updation, Corporate Action, Insider Trading (FINTRAK), Liasoning, and other day to day activities

1. Preparing and timely processing and dispatch of Power of Attorneys 2. Ensured that revocation of POA's in case of termination/ transfer of employee is recorded and placed before Finance Committee for its approval 3. Ensured timely processing of requests received from various units/ departments for change in authorized signatories for operating Bank Accounts, applying DSC etc.. 1.Arrange for updation of Website (Investor Section) and keep track on the same. 2.Arrange Corporate Action for Issuance of Commercial Paper. 3. Implementation and regular monitoring of trading in the securities of the Company by the designated persons through FINTRAK Portal 4.Liasoning with various Statutory Authorities BSE, NSE, SEBI, ROC, RD, etc.; 5. Updation of statutory registers, updating directorships, updating RPT list etc. on quarterly basis.

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