Understanding the Role of a Company Secretary: What to Know

Understanding the role of a company secretary is essential to keeping a company compliant and running smoothly. This article outlines the duties and responsibilities of a company secretary and provides insight into the importance of having a qualified and experienced individual in this role.

What is a Company Secretary?

A company secretary is accountable for ensuring that a company is running legally and in accordance with the rules and regulations set out by the governing body. Their role is to ensure that the company’s directors are acting in the best interest of the company and its stakeholders, and that no laws or regulations are being violated.

A company secretary is not to be confused with a general secretary, who manages a company’s administrative functions. The distinction between the two roles is essential, as each person is responsible for a distinct set of tasks and requires a unique set of skills.

Duties and Responsibilities of a Company Secretary

The primary duties of a company secretary include ensuring that a company adheres to all legal and regulatory standards. They are responsible for communicating with the relevant governing bodies overseeing the company and keeping it in compliance with legal and regulatory standards. They also ensure that the directors of the organisation act in the company’s best interest and its stakeholders.

A company secretary can also assist in disputes between company stakeholders by providing a factual account of the situation and assisting the parties involved in reaching a compromise that aligns with the rules and regulations.

Furthermore, they can organise and conduct board meetings, appoint directors, maintain the records of critical company decisions and actions, draft financial records, and maintain the stock list and list of assets. In some cases, they may also be tasked with handling a company’s correspondence.

Qualifications and Skills Required of a Company Secretary

In most cases, the organisation that oversees the appointment of a company secretary has strict guidelines regarding the qualifications and skills required to fulfil this role.

The individual appointed to the position must be qualified to work in a management role and have a comprehensive knowledge of accounting and finance, as well as extensive knowledge of relevant laws and regulations.

To qualify for this position, a person must be at least 18 years of age and usually have a minimum of 2 years of experience in a managerial capacity. They must have an accounting qualification or an equivalent combination of education and experience that is deemed sufficient by the overseeing authority. It is essential to understand that the qualifications required for this position are more in-depth than those required of a general secretary.

Appointing a Company Secretary

The legislation in Singapore mandates that all companies appoint a secretary no later than 6 months after their incorporation. A fine of up to $1,000 could be imposed on the company directors if this post remains unfilled for more than 6 months.

While business owners may hire an in-house company secretary, some may choose to outsource their office support. This may be due to a lack of need for a high volume of assistance or a desire to maintain a small staff. Regardless, there are various corporate secretarial service providers in Singapore that can provide a company secretary on a contract basis.

Common Mistakes to Avoid When Appointing a Company Secretary

There are a few common mistakes that many business owners make when appointing a company secretary. The first is appointing an individual who is not qualified to fill the position. It is crucial to understand that the selected individual must have a wide variety of skills and knowledge.

Another common mistake is appointing an individual who is not committed to the role. You must select someone who is willing and eager to perform all the necessary tasks and devote the necessary time and effort to the role. It is also vital to avoid appointing an uncooperative individual. You must select someone who works well with others, is willing to assist others when needed, and is willing to compromise when a situation requires it.

Conclusion

A company secretary is an essential member of any company, as they ensure that the organisation runs smoothly and legally. Additionally, they support the company’s management, including managing the directors and shareholders and keeping track of important corporate documents.

Counto ensures you have the tools you need to manage your business effectively. We aim to support your company in expanding and thriving in the marketplace by offering you a suite of dependable and effective corporate secretarial services, backed by AI-powered software that works to ensure the smooth operation of your business.

In addition to this service, Counto also provides accounting, bookkeeping, and tax filing services in Singapore to help businesses stay on top of their finances while saving time and money. Get in touch with us today to find out more about our solutions and how they can support your business.