Assistant Company Secretary / Secretarial Executive

Job Description:

Department: Secretarial & Compliance
Location: Ahmedabad
Position: Assistant Company Secretary / Secretarial Executive
Preference: Preferably Male candidate only
Reporting to: Company Secretary &Compliance Officer
Vacancy: 5 – 6 yrs
Role Overview
The role involves supporting the Secretarial Department in ensuring statutory, regulatory, and governance compliance for a listed manufacturing company in the energy sector. The candidate will assist in all aspects of Companies Act, SEBI, and listing obligations, including handling board processes, filings, disclosures, and coordination with stakeholders.

Key Responsibilities
1. Secretarial Compliance (Companies Act, 2013)
 Assist in convening Board, Committee, and General Meetings—drafting notices, agendas, minutes, resolutions, and maintaining statutory registers of AETL and
group companies.
 Prepare and file necessary forms and returns with the Ministry of Corporate Affairs (MCA) / ROC.
 Support in ensuring compliance with event based compliance and Related Party Transaction for respective approvals
 Maintain updated statutory records and registers as required under the Companies Act.

2. SEBI & Stock Exchange Compliance
 Preparation and submission of periodic disclosures and filings under:
 SEBI (Listing Obligations and Disclosure Requirements) Regulations, 2015
 SEBI (Prohibition of Insider Trading) Regulations, 2015
 SEBI (Substantial Acquisition of Shares and Takeovers) Regulations, 2011
 Coordinate with stock exchanges for filings, clarifications, corporate
announcements, etc.
 Assist in monitoring trading window closures, pre-clearance processes, and
insider compliance.

3. Depository Compliance (NSDL / CDSL)
 Coordinate with RTA and depositories for:
o Reconciliation of share capital
o Corporate action processing
o Record updates and investor queries
o Support in maintaining demat/remat records and resolving shareholder issues.

4. Compliance Monitoring & Governance (Including Compliance Software implementation and updation)
 Assist in compliance tracking for ongoing regulatory requirements applicable to a listed manufacturing entity.
 Support internal and external audits, including Secretarial Audit and Annual Compliance Review.
 Maintain compliance calendars, trackers, and documentation for audit purposes.

5. Liaison & Coordination
 Coordinate with internal departments (finance, legal, operations) for data and approvals.
 Liaise with regulators, statutory authorities, auditors, RTA, and consultants as required.

6. Documents drafting and other governance requirements: 
 Drafting of various legal documents like MoUs, Agreements, NDAs, Shareholders Agreement, Legal notice, Royalty Agreement, Licensing Agreement, JV Agreement, etc
 Contribute to corporate governance initiatives and process improvements.
 Support daily operational compliance tasks, document management, and reporting.
 Assist senior secretarial team members as needed.

7. Qualifications & Skills
 Qualified Company Secretary (ACS) – membership in ICSI mandatory.
 5 - 6 years of post-qualification experience.
 Good knowledge of Companies Act, SEBI Regulations, and Listing

8. Compliance.
 Proficient in MCA, NSE/BSE portals, NSDL/CDSL systems, and MS Office.
 Excellent drafting, communication, and organizational skills.
 Ability to handle sensitive information with integrity and confidentiality.