Understanding What a Company Secretary Does
When it comes to corporate governance and compliance, what does company secretary do is a question many business owners and executives ask.
A company secretary roles plays a crucial role in ensuring that businesses adhere to legal and regulatory requirements, maintain accurate records, and uphold corporate governance standards.
In today’s complex business environment, regulatory compliance is more than just a legal requirement—it’s a foundation for business stability and growth.
Many business owners often ask, “what does company secretary do?” A company secretary plays a crucial role in ensuring compliance with corporate laws, tax regulations, and risk management.
Whether you’re a startup, an SME, or a large corporation, having a qualified secretary of company is essential to navigating this intricate landscape.
Simplify Your Tax Management Today!
Partner with Procheck today to unlock your business’s full potential. Our team of experts is ready to help you navigate taxation challenges and achieve your strategic goals.
Request a Free Consultation
Get started with a no-obligation consultation to discover how we can transform your financial operations.
A company secretary is not just an administrative role; they serve as a strategic advisor to the board of directors, helping businesses stay compliant while improving operational efficiency.
If you’re wondering what does company secretary do, their responsibilities extend beyond documentation and filings—they also provide critical support in areas such as risk assessment, corporate governance, and regulatory communication.
For businesses of all sizes, failing to meet statutory obligations can lead to serious consequences, including fines, legal action, and reputational damage.
This is where a company secretary’s expertise becomes invaluable. But what is job description of company secretary?
They ensure compliance with regulatory bodies such as the Companies Commission of Malaysia (SSM) and other authorities, helping businesses mitigate risks and operate with confidence.
In this article, we will explore five key responsibilities that define what does company secretary job description and how their role contributes to a company’s overall success.
Whether you’re a business owner, CFO, legal officer, or financial advisor, understanding these responsibilities will help you appreciate the importance of a company secretary in your organization.
1. Ensuring Compliance with Statutory and Regulatory Requirements
One of the most critical responsibilities of a company secretary is ensuring that a business complies with statutory and regulatory obligations.
Compliance is a legal requirement and essential for maintaining corporate integrity and trust.
What Does Company Secretary Do (Their Key Duties:)
Key Duties:
✔ Monitoring changes in corporate laws and regulations
✔ Filing annual returns, financial statements, and compliance reports
✔ Preventing penalties by ensuring timely submissions to regulatory bodies like the Companies Commission of Malaysia (SSM)
✔ Advising the board on governance policies and regulatory frameworks
Example:
A company that fails to submit its annual financial reports on time may face legal action, fines, or even deregistration.
A company secretary ensures such issues are proactively managed.
2. Maintaining and Updating Statutory Records
A company secretary is responsible for keeping accurate and up-to-date statutory records.
These records are crucial for legal and financial transparency and must be maintained in accordance with corporate laws.
Key Duties:
✔ Keeping records of directors, shareholders, and board meetings
✔ Documenting company resolutions and major decisions
✔ Updating share capital changes, mergers, and acquisitions
✔ Managing statutory registers, including the register of members and directors
Example:
If a company changes its board members or shareholders, these changes must be accurately recorded and reported.
Failure to do so may result in compliance violations.
3. Organizing and Documenting Board Meetings
Board meetings are essential for strategic decision-making, and a company secretary plays a central role in organizing, documenting, and ensuring that these meetings comply with legal requirements.
Key Duties:
✔ Preparing meeting agendas and circulating them to directors
✔ Recording minutes and ensuring they reflect key decisions
✔ Advising on voting procedures and governance rules
✔ Ensuring resolutions are properly documented and filed
Example:
A well-documented board meeting ensures that critical business decisions—such as approving budgets or appointing new directors—are legally valid and enforceable.
4. Providing Corporate Governance Advice
Good corporate governance is the foundation of a successful business, and a company secretary is responsible for ensuring best practices are followed.
Their guidance helps businesses maintain ethical standards, transparency, and investor confidence.
Key Duties:
✔ Advising on corporate governance frameworks and best practices
✔ Ensuring ethical business operations
✔ Implementing risk management strategies
✔ Conducting governance audits to assess compliance gaps
Example:
A company looking to attract foreign investors needs to demonstrate strong governance structures.
A company secretary ensures that all corporate policies align with international best practices.
5. Acting as a Liaison with Regulatory Bodies
A company secretary serves as the primary point of contact between a business and regulatory authorities, ensuring that all legal communications and filings are managed effectively. What does company secretary do? They handle corporate governance, compliance, and administrative duties to keep the company in good standing.
Key Duties:
✔ Communicating with regulatory bodies like SSM and tax authorities
✔ Handling legal filings, licenses, and permits
✔ Representing the company in compliance-related discussions
✔ Keeping the board informed about new regulatory developments
Example:
If a business undergoes an audit, the company secretary ensures that all requested documents are available and that the company meets legal requirements. What does company secretary do? They play a crucial role in maintaining compliance and facilitating smooth audit processes.
Common Challenges in the Role of a Company Secretary
What Are the Biggest Obstacles?
🔴 Keeping up with constantly evolving regulations
🔴 Balancing compliance with business growth strategies
🔴 Handling administrative overload while ensuring governance
How to Overcome These Challenges?
✔ Utilizing digital tools for compliance tracking
✔ Seeking external expert consultation when necessary
✔ Staying proactive with continuous learning and legal updates
Best Practices for an Effective Company Secretary
Actionable Tips for Success
✔ Stay updated with corporate laws and governance trends
✔ Develop strong communication skills for engaging with stakeholders
✔ Implement modern governance tools to streamline compliance
Tools & Resources for Company Secretaries
🔹 Compliance management software
🔹 Online courses on corporate governance
🔹 Legal advisory platforms for corporate compliance
Conclusion & Final Thoughts
A company secretary plays a vital role in ensuring compliance, maintaining records, and advising on corporate governance.
What does company secretary do? Their responsibilities go beyond administrative tasks—they serve as strategic advisors, helping businesses navigate complex regulations and mitigate risks.
By ensuring statutory compliance, managing corporate records, organizing board meetings, advising on governance, and liaising with regulatory bodies, a company secretary acts as a safeguard for business integrity and operational efficiency.
For businesses, whether startups, SMEs, or large corporations, having a competent company secretary is crucial to maintaining regulatory compliance and avoiding legal pitfalls.
Their expertise can help companies operate more smoothly, strengthen governance, and build credibility with stakeholders.
Looking for professional company secretarial services to ensure your business remains compliant and well-governed?
PROCHECK offers expert company secretarial services tailored to businesses of all sizes. Our team ensures that your statutory obligations are met, governance standards are upheld, and regulatory risks are minimized.
📞 Whatsapp us today for a free consultation and let us help you maintain compliance with ease!
Frequently Asked Questions (FAQ)
1. How does a company secretary ensure compliance with statutory and regulatory requirements?
A company secretary ensures compliance by monitoring legal changes, filing mandatory reports, and advising the board on governance practices.
What does company secretary do? They handle annual returns, tax filings, and corporate documentation to prevent legal penalties.
2. What role does a company secretary play in maintaining statutory records?
A company secretary updates and maintains statutory books, including records of shareholders, directors, and financial statements.
What does company secretary do? They ensure that all changes in company structure are accurately documented and reported to regulatory bodies like SSM.
3. How does a company secretary assist in organizing board meetings?
They prepare meeting agendas, document minutes, and ensure compliance with governance rules.
What does company secretary do? They also advise on voting procedures and board resolutions to keep decision-making processes transparent and legally sound.
4. Why is corporate governance important, and how does a company secretary contribute?
Corporate governance ensures ethical business practices, transparency, and legal compliance.
What does company secretary do? A company secretary advises on governance policies, risk management, and best practices to strengthen business credibility and attract investors.
5. How does a company secretary liaise with regulatory bodies like the Companies Commission of Malaysia (SSM)?
A company secretary acts as a bridge between the company and regulatory authorities, handling legal filings, compliance updates, and corporate licensing.
What does company secretary do? They ensure the company meets all legal obligations and stays updated with new regulations.
