Company Secretarial Manager

Bajaj Life Insurance Limited; Pune District; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Bajaj Life Insurance Limited in Pune requires a diligent Company Secretarial professional to support governance and compliance activities across the organisation. The role focuses on statutory filings, board processes, and maintaining essential secretarial records, under the guidance of the Company Secretary.

You will coordinate with multiple functions to ensure timely governance deliverables, maintain confidentiality, and uphold stringent regulatory standards in the financial services sector.

Responsibilities

• Assist in compliance with the Companies Act, 2013 and IRDAI governance guidelines.
• Support filing of statutory forms with ROC, IRDAI, RBI and others.
• Maintain statutory registers, minutes and secretarial records.
• Assist in scheduling and conducting Board, Committee and Shareholders meetings.
• Assist in preparing notices, agendas, papers and minutes.
• Help ensure appropriate Board/Committee composition.
• Support board agendas, minutes, resolutions and governance docs.
• Track action points from meetings and follow up with stakeholders.
• Review documents submitted for approvals and advise on governance requirements.
• Provide guidance on governance matters to management.
• Maintain records for Directors and Key Managerial Personnel.

Job description

Principal Accountabilities :

A. Secretarial & Corporate Governance

• Support the Company Secretary in ensuring compliance with the provisions of the Companies Act, 2013, rules thereunder and applicable IRDAI guidelines on corporate governance.
• Support timely and accurate filing of statutory forms and returns with ROC, IRDAI, RBI and other applicable regulatory authorities.
• Maintain statutory registers, records, minutes, documents and other secretarial records in accordance with applicable requirements.
• Support the scheduling, convening and conduct of Board, Board Committee and Shareholders meetings, including preparation and circulation of notices, agendas, supporting papers and minutes.
• Assist in ensuring appropriate composition of the Board and its Committees in accordance with applicable laws, Articles of Association and other governing documents.
• Support preparation and finalisation of Board agendas, minutes, resolutions and other governance-related documentation.
• Track and monitor action points arising from Board and Committee meetings and ensure timely follow-up with relevant stakeholders.
• Review documentation submitted by business and functional teams for obtaining Board/Committee approvals and advise on appropriate governance and documentation requirements.
• Support the Company Secretary in providing guidance to management and functions on corporate governance and secretarial matters.
• Assist in maintaining and updating records relating to Directors, Key Managerial Personnel and other relevant governance stakeholders.

B. Statutory & Regulatory Compliance

• Coordinate and monitor statutory and regulatory filings with ROC, IRDAI, RBI and other applicable authorities.
• Maintain a compliance calendar for secretarial and corporate governance requirements and ensure timely completion of activities.
• Assist in monitoring changes in applicable corporate and regulatory laws and communicate relevant requirements to the Company Secretary and concerned stakeholders.
• Support preparation of responses, submissions and information required by regulators, auditors and other authorities.
• Coordinate with internal teams to obtain accurate information and supporting documents required for regulatory and statutory submissions.
• Support secretarial audits and other statutory, secretarial and concurrent audit requirements, including providing information and facilitating closure of observations.

C. Board, Committee & Shareholder Matters

• Act as a point of coordination for Directors, shareholders and internal stakeholders on routine Board governance and secretarial matters.
• Support the Company Secretary in managing Board and Committee calendars and ensuring timely circulation of papers.
• Assist in preparation of Board and Committee meeting packs, resolutions, minutes and related documentation.
• Coordinate execution and maintenance of Board/Committee resolutions and related statutory records.
• Support shareholder-related matters, including maintenance of records and coordination with the Registrar and other relevant stakeholders.
• Assist in preparation of the Directors’ Report, Corporate Governance Report, Annual Report and other statutory disclosures as applicable.
• Ensure appropriate documentation and record keeping for Board and shareholder approvals.

D. Insider Trading & Securities Compliance

• Support implementation of the applicable securities trading and insider trading code for employees and designated persons.
• Coordinate collection and maintenance of required disclosures from Directors, designated persons and other relevant employees.
• Facilitate pre-clearance of securities transactions, where applicable, and maintain appropriate records.
• Support monitoring of the list of designated persons and persons having access to unpublished price sensitive information.
• Assist in ensuring compliance with applicable insider trading requirements and escalation of potential non-compliances to the Company Secretary.
• Provide support for compliance with Group/BFS insider trading requirements, as applicable.

E. Group / Subsidiary Secretarial Support

• Support the Company Secretary in providing secretarial and corporate governance support to group and subsidiary entities, as assigned.
• Assist in ensuring compliance with applicable provisions of the Companies Act and other regulatory requirements for relevant group entities.
• Support Board and shareholder meeting processes, statutory filings, annual reports and other secretarial activities for such entities.
• Coordinate with respective entity teams to ensure timely submission of information and completion of secretarial requirements.

F. Governance Advisory & Stakeholder Coordination

• Provide timely and practical guidance to business and functional teams on routine secretarial and governance requirements.
• Identify potential governance or compliance issues and elevate them to the Company Secretary with appropriate recommendations.
• Work closely with Legal, Finance, Compliance, Risk and other functions on matters requiring Board or Committee consideration.
• Maintain high standards of confidentiality and integrity while handling sensitive information relating to the Company, Directors, shareholders and management.
• Keep abrest of relevant changes in corporate, insurance and regulatory laws and support implementation of such changes within the organisation.

G. Process Improvement & Team Support

• Identify opportunities to improve secretarial processes, documentation, compliance tracking and governance practices.
• Support digitisation and standardisation of secretarial records and workflows.
• Maintain appropriate trackers, dashboards and MIS relating to Board matters, statutory filings and secretarial compliances.
• Provide guidance and support to junior members of the Company Secretarial team.
• Contribute to knowledge sharing, training and development of team members within the function.