The importance of a value corporate secretary can never be underestimated, especially when it comes to big business and the economy. Like other professionals in the business world, the role and tasks carried out by a corporate secretary differ from company to company.
Procedures of a Corporate Secretary:
Meetings & Minutes
The primary duty of a corporate secretary is to conduct board meetings and take minutes during such meetings. During such meetings, the decisions taken by the board are recorded for future reference. The recording of minutes should not include discussion about individual members or issues that came up during personal interactions between members; these must remain confidential. Also, while taking notes, the value corporate secretary needs to ensure that no sensitive information is recorded. It is a good practice for the board to agree on what information should be included in the minutes before beginning any meeting; only those details which are relevant and important should be shared with other members of the board as well as shareholders and investors.
Secretarial Tasks:
Corporate secretaries must make sure that all official correspondences such as letters, emails, faxes, etc., sent on behalf of the company are correctly identified as coming from the company and not from any individual member(s) of the board. For this purpose, it will be useful to use a special email id that cannot be linked back to any director or individual shareholder. The value corporate secretary might also need to maintain a filing system so that all correspondence can be easily retrieved and consulted as and when needed.
Another duty of the corporate secretary is to keep all records of meetings, board resolutions, etc., up to date and in proper order so that they can be presented whenever required, such as during shareholder or court hearings. All minutes of meetings should be kept safely for later reference; these must not be altered under any circumstances.
Other duties include: Determining the quorum required at a meeting before it begins Drafting necessary documents such as resolution papers Calling shareholders and directors together Managing agendas Completing administrative tasks Completing legal forms Recording minutes of meetings Providing important information to directors Obtaining certificates from auditors Investigating complaints by members Taking action on queries.
The role played by a corporate secretary is critical to the success of any organization. It is the duty of this professional to ensure that minutes are taken correctly and that all documentation presented to shareholders or courts is complete, accurate, and up-to-date. Without skilled corporate secretaries performing their tasks, many organizations would never reach their full potential. The role played by these individuals ensures smooth operations within an organization.
As the corporate secretary, your responsibilities are to ensure that all of the organization’s meetings and filings are completed accurately. You also act as an intermediary between management and staff members, ensuring they have access to accurate information for their work. If you’re considering a career change or just want more responsibility in your current position, this may be the opportunity for you! An experienced corporate secretary can lead an organization through any type of crisis with confidence. Reach out today to learn how we can help you find success at your next job interview.
