Corporate Secretary, Definition and Duties

Corporate Secretary Service Indonesia – The complexity and uniqueness of the duties of a Corporate Secretary are needed by a company, where this role is not only as an “administrative assistant”, but is able to become a “board advisor” in a company, even though it is not included in the management ranks. A Corporate Secretary has at least 5 areas of responsibility within a company, namely:

Scheduling

A company secretary is the go-to person for any schedules that will and are taking place. They are responsible for every schedule that the Directors have so that it can run well, including transportation arrangements, lodging, location, time and anything else needed by the Directors.

Agendas

Every year there are usually needs for companies related to legal documents, as well as other business needs that sometimes need to be updated or changed. A company secretary will organize these agendas by communicating with the CEO, Board of Directors, HR, and related divisions.

Presentations

In a meeting or internal and external meeting, having the right materials is one of the responsibilities of the company secretary. Every agenda, document and material is in accordance with the provisions of the company, by also looking at the applicable regulatory and legal aspects.

Executive Liaison

The role of a company secretary as an executive point person is to ensure the sustainability of a company’s Good Corporate Governance. They must also be able to review the possibility of conflict of interest and carry out audits required by the company.

Read Also: Understanding the Ideal Corporate Secretary Duties

Documenting the Meetings

One of the main responsibilities and tasks of a company secretary is to create minutes of meetings (MoM).  They must have a strong and detailed understanding of the things that need to be recorded, and a company secretary must be sensitive to various things that occur in meetings that can become minutes / MoM.

Then, why should a company have a Corporate Secretary?

The always dynamic business world requires every entrepreneur and company to be able to survive in running it. In order to compete, companies must have good corporate governance as well, or commonly called good corporate governance.

Good corporate governance itself is a set of rules, practices and processes for controlling companies that involve the balance of company stakeholders (shareholders, management, employees, consumers, financiers, government and society). To maintain and ensure that the use of authority and relationships between company stakeholders run well for the benefit of the company, a trusted part is needed as a decision-making facilitator and communication channel.

This is where the importance of having a corporate secretary, who is able to ensure compliance and the flow and administration of decision making within the company, and the existence of a corporate secretary has a role as an extension of the Board of Directors in communicating between stakeholders.

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