Function: Secretarial
Location: Kotak Infinity, Infinity IT Park, 6th Floor, near Film City road, Malad (East)
Job Role: Secretarial Team Member
Number of positions: 1 (One)
Work experience: Relevant work experience of 0-1 years
Grade: M2/M3
Reporting: Company Secretary
Qualification: Company Secretary (CS membership) preferable experience with SEBI LODR / RBI compliances
Job Description: Will be part of the Secretarial Team and responsible for the following:
Companies Act related:
- Preparation of applicable ROC forms, filing;
- Preparation of agenda and notes to agenda for the Board / Committee level meetings;
- Draft Minutes preparation, follow ups, etc.;
- Uploading in paperless module;
- Preparation of extracts of the minutes of the meetings, resolutions; Circular resolutions
- Declarations relating to trading code of conduct; annual declarations/disclosures; Board evaluation;
- Verifying Charge forms, signing of CS’s DSC;
- Website updation;
- Covering letters for all correspondences with the regulators, printing of secretarial and compliance related documents;
SEBI Compliances related:
- Preparation of Intimations/statements/Reports/declarations to BSE as per SEBI LODR requirements/Stock Exchange
- SEBI compliances for Committee / Board agenda
- Inspection of the trades of Designated persons/affected persons and compliance to Trading code of Conduct
- Structural Digital Database compliance
- Scores, Smart ODR compliances
RBI Compliances related:
- Support to RBI compliance team on secretarial/other matters
CSR related:
- CSR Committee scheduling; preparation of agenda/notes to agenda; following up with Group CSR team; CSR related work: MOUs, Payments/Release letters, Receipts, etc.
Others:
- DSC register updation; Follow ups; Procuring DSCs, etc.
- To check directors/members availability for Committees, Board & GM meetings;
- Coordination with other departments for agenda, actionable, submission, compliance, filing of statutory returns/forms/disclosures
- Preparation of PAS-3, updating about change in Committees / Board / Directions / Action Taken Report (of previous Committee(s)/Board directions/actionable)
- Updation of Attendance registers (directors, invitees, auditors, etc.); Organize time / date / meeting rooms, sending reminders for the meetings
- Maintenance of files; Arranging All Committee and Board files
Timely payments for ROC forms, sitting fees / commission / dividend, Director(s) travel, CSR expenditure release / tranches, related work for filing results, etc.;
Job Skills:
- Flair for writing Minutes, letters, etc..;
- Ensure timeliness and meeting of deadlines; Ability to handle pressure / do multi-tasking;
- Upto date on all the Guidelines/Provisions/regulatory requirements;
- Good communication skills, confident and a positive attitude;
