Sr. Associate- Company Secretary

VISTRA; Mumbai; Hybrid; INR 600,000 - 900,000; Full time

Job summary

Vistra seeks a Cosec and admin professional to support Netherland and global entities from Mumbai. You will handle minutes, resolutions, UBO changes, and secretary filings using templates, while coordinating with offshore teams to meet deadlines.

You will manage data updates, prepare standard documents, and ensure timely completion of day-to-day requests. Proficiency in MS Office and DocuSign is essential, with strong organizational and communication skills.

Qualifications

• Qualified CS with 2 years of relevant training or articleship experience is mandatory.
• Experience in CoSec and admin work is expected.
• Strong proficiency with MS Office apps and document handling.

Responsibilities

• Prepare minutes/resolutions for AGM/board meetings using country templates.
• Support Cosec and Cosec admin deliverables for Netherland/global entities.
• Maintain data accuracy and update systems with required information.
• Coordinate with offshore team; track requests and update trackers/timesheets in real time.
• Assist with ad hoc tasks and participate in weekly check-ins with offshore team.

Skills

Customer service oriented

Organizational skills

Communication skills

Interpersonal skills

Ownership

Deadline management

Education

CS with 2 years training or articleship

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

DocuSign

Job description

Role & responsibilities-

This role would perform Cosec and Cosec admin work relating to Netherland / other global entities as delegated by colleague / team lead or by the offshore team. The role reports to the Assistant Manager Cosec.

Responsible for managing a portfolio of Netherland entities by supporting the offshore teams in handling Cosec and Cosec admin deliverables for Vistra Netherland / other global clients ensuring all the identified functions and key deliverables are completed within the specified timelines and agreed parameters.

• Preparing minutes / resolution regarding annual general meeting, board meetings related to change in director / officer / secretary / UBO / registered office, etc. with the use of predefined country specific templates.
• Handling client entities as per the instructions given by the offshore team / line manager and providing requisite Cosec support.
• Performing cosec and cosec admin tasks and assisting with the preparation of standardized documentation and forms, DocuSign, structure charts, etc.
• Ensuring data maintenance by accurately updating required data and documents into the designated systems.
• Completing work requests received on day-to-day basis as well as bulk requests (handling work prioritization) and updating the relevant trackers and timesheets on real time basis.
• Executing ad hoc activities as requested by offshore team.
• Day-to-day co-ordination with the offshore team including active participation in weekly check-in calls and keeping line manager updated and provide data/reports, as requested.

Preferred candidate profile-

• Confident, customer service oriented
• Good organization skills, communication skills and interpersonal skills
• Manage priorities and deadlines
• Ability to take ownership and responsibility
• Good team player
• Strong hold on Microsoft office, Teams, Outlook, Word, Excel and an ability to work with different applications within the system

Note- Qualified CS with 2 years of relevant training or articleship experience is mandatory.