Team Member-Secretarial-KMPL-SUPPORT SERVICES-Secreterial

Kotak Mahindra Bank; Mumbai; On-site; INR 420,000 - 620,000; Full time

Job summary

Kotak Mahindra Bank is seeking a Secretarial Team Member at Kotak Infinity, Malad East, Mumbai. The role entails supporting the Company Secretary in ROC filings, meeting preparations, and regulatory compliance. 0–1 year relevant experience is preferred and CS membership is desirable.

The candidate will handle secretarial tasks, prepare minutes, declarations, and disclosures, and coordinate with regulators while ensuring timely completion of statutory requirements and related filings.

Qualifications

• CS membership is preferable; exposure to SEBI LODR / RBI compliance is a plus.
• Ability to draft minutes and board-related communications with accuracy.
• Strong written and verbal communication; capable of handling multiple tasks under deadlines.

Responsibilities

• Draft minutes for Board/Committee meetings and circulate notes.
• Prepare ROC forms, resolutions, and board-related documents.
• Assist with SEBI LODR/compliance filings and related disclosures for regulators.
• Support RBI compliance activities and maintain required secretarial records.
• Coordinate CSR-related scheduling, agendas, MOUs, and release letters.

Skills

Minutes writing

Communication

Multitasking

Deadline oriented

Education

Company Secretary (CS) membership

Job description

Function: Secretarial

Location: Kotak Infinity, Infinity IT Park, 6th Floor, near Film City road, Malad (East)

Job Role: Secretarial Team Member

Number of positions: 1 (One)

Work experience: Relevant work experience of 0-1 years

Grade: M2/M3

Reporting: Company Secretary

Qualification: Company Secretary (CS membership) preferable experience with SEBI LODR / RBI compliances

Job Description: Will be part of the Secretarial Team and responsible for the following:

Companies Act Related

• Preparation of applicable ROC forms, filing;
• Preparation of agenda and notes to agenda for the Board / Committee level meetings;
• Draft Minutes preparation, follow ups, etc.;
• Uploading in paperless module;
• Preparation of extracts of the minutes of the meetings, resolutions; Circular resolutions
• Declarations relating to trading code of conduct; annual declarations/disclosures; Board evaluation;
• Verifying Charge forms, signing of CS’s DSC;
• Website updation;
• Covering letters for all correspondences with the regulators, printing of secretarial and compliance related documents;

SEBI Compliances Related

• Preparation of Intimations/statements/Reports/declarations to BSE as per SEBI LODR requirements/Stock Exchange
• SEBI compliances for Committee / Board agenda
• Inspection of the trades of Designated persons/affected persons and compliance to Trading code of Conduct
• Structural Digital Database compliance
• Scores, Smart ODR compliances

RBI Compliances Related

• Support to RBI compliance team on secretarial/other matters

CSR Related

• CSR Committee scheduling; preparation of agenda/notes to agenda; following up with Group CSR team; CSR related work: MOUs, Payments/Release letters, Receipts, etc.

Others

• DSC register updation; Follow ups; Procuring DSCs, etc.
• To check directors/members availability for Committees, Board & GM meetings;
• Coordination with other departments for agenda, actionable, submission, compliance, filing of statutory returns/forms/disclosures
• Preparation of PAS-3, updating about change in Committees / Board / Directions / Action Taken Report (of previous Committee(s)/Board directions/actionable)
• Updation of Attendance registers (directors, invitees, auditors, etc.); Organize time / date / meeting rooms, sending reminders for the meetings
• Maintenance of files; Arranging All Committee and Board files
• Timely payments for ROC forms, sitting fees / commission / dividend, Director(s) travel, CSR expenditure release / tranches, related work for filing results, etc.;

Job Skills

• Flair for writing Minutes, letters, etc..;
• Ensure timeliness and meeting of deadlines; Ability to handle pressure / do multi-tasking;
• Upto date on all the Guidelines/Provisions/regulatory requirements;
• Good communication skills, confident and a positive attitude;