Company Secretary Onboarding Process
Are you looking for help setting up a staff orientation process so that when your new Company Secretary starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Administration onboarding experience or just need an onboarding checklist for your new Company Secretary, you’re in the right place. We’ve put together a sample Company Secretary onboarding checklist below and have created onboarding templates & resources to help.
Company Secretary Onboarding Checklist
1. Introduction to the company: The task involves providing a comprehensive overview of the company, its history, mission, values, organizational structure, and key personnel. This task is typically performed by the HR department or a designated company representative.
2. Familiarization with company policies and procedures: The new company secretary should be provided with a detailed handbook or manual that outlines the company’s policies, procedures, and code of conduct. This task is usually performed by the HR department or the legal department.
3. Introduction to the board of directors: The new company secretary should be introduced to the board of directors, including their roles, responsibilities, and expectations. This task is typically performed by the CEO or a senior executive.
4. Understanding legal and regulatory requirements: The company secretary needs to be familiar with the legal and regulatory framework applicable to the industry and the company. This task may involve training sessions conducted by the legal department or external consultants.
5. Reviewing corporate governance practices: The new company secretary should review the company’s corporate governance practices, including board meetings, minutes, resolutions, and compliance requirements. This task is typically performed by the outgoing company secretary or a senior executive.
6. Learning about shareholder relations: The company secretary should understand the company’s relationship with its shareholders, including communication channels, annual general meetings, and shareholder rights. This task may involve working closely with the investor relations department or external consultants.
7. Understanding financial reporting requirements: The new company secretary should familiarize themselves with the financial reporting requirements, including preparation of annual reports, financial statements, and compliance with accounting standards. This task may involve collaboration with the finance department or external auditors.
8. Reviewing contracts and legal documents: The company secretary should review and understand the contracts and legal documents relevant to the company’s operations, such as agreements with suppliers, customers, and business partners. This task may involve working closely with the legal department or external legal advisors.
9. Assisting in board meetings and AGMs: The company secretary plays a crucial role in organizing and facilitating board meetings and annual general meetings (AGMs). This task involves preparing meeting agendas, circulating board packs, taking minutes, and ensuring compliance with legal requirements. The company secretary typically performs this task independently.
10. Coordinating with regulatory authorities: The company secretary may be responsible for liaising with regulatory authorities, such as the Securities and Exchange Commission or the Registrar of Companies, to ensure compliance with statutory requirements. This task may involve collaboration with the legal department or external consultants.
11. Maintaining statutory records: The company secretary is responsible for maintaining accurate and up-to-date statutory records, including registers of members, directors, and charges. This task is typically performed by the company secretary themselves.
12. Providing corporate secretarial support: The company secretary should provide ongoing support to the board of directors and senior management, including drafting resolutions, preparing board papers, and ensuring compliance with corporate governance practices. This task is typically performed by the company secretary themselves.
13. Continuous professional development: The company secretary should engage in continuous professional development to stay updated with changes in laws, regulations, and best practices. This task may involve attending seminars, workshops, or obtaining relevant certifications. The company secretary is responsible for their own professional development, but the company may provide support or resources.
14. Building relationships with stakeholders: The company secretary should actively build relationships with internal and external stakeholders, including directors, shareholders, regulators, and professional bodies. This task is typically performed by the company secretary themselves.
15. Assisting in corporate transactions: The company secretary may be involved in corporate transactions, such as mergers, acquisitions, or capital raising activities. This task may involve working closely with the legal and finance departments or external advisors.
Overall, the onboarding process for a new company secretary in the administration industry involves a comprehensive orientation to the company, understanding legal and regulatory requirements, corporate governance practices, financial reporting, and providing ongoing support to the board of directors and senior management
Setting Up Your Employee Onboarding Process
From reading through the items in the example Company Secretary checklist above, you’ll now have an idea of how you can apply best practices to getting your new Company Secretary up to speed and working well in your Administration team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.