A company secretary is a high-ranking position within a private company or public company. A company secretary does not have to be in a secretarial or administrative position, despite the name. The company's secretaries play an important role. They are the company's designated representative on legal documents.
They must ensure that directors and the company comply with all requirements of the law within the meaning of the Company Act. They are responsible for ensuring that all shareholders are registered. They must communicate with shareholders, maintain a list, pay dividends, and keep all annual accounts. This article will explain the various responsibilities of a Singapore company secretary.
A company must have at least one secretary. This secretary must be a natural person who has his principal or sole residence in Singapore. These are some of the most important responsibilities for the secretary:
Assisting in the coordination of the company's formal decision-making and reporting machinery. Formulating the agenda for the meeting with the chairman or chief executive; attending meetings; maintaining minute book; certifying copies; and ensuring that the correct procedures are followed.
Co-coordinating and obtaining all documents for distribution to shareholders, including internal and external agreements; taking minutes and co-coordinating administration; and ensuring proper procedures are followed.
Assuring compliance with the company's constitution; drafting and incorporating changes in accordance to correct procedures. Monitoring and ensuring compliance to the Companies Act and other applicable legal requirements.
Most of the company secretaries are qualified under the specific qualification for secretaries — by virtue of examination and membership of the Institute of Chartered Secretaries and Administrators (ICSA). The ICSA is the sole organization devoted to the advancement and recognition of professional administration based on a combination of degree-level studies.