Corporate secretary

1.) Arranging Board Meetings

The Corporate Secretary organizes and attends all Board of Director or committee meetings. The Corporate Secretary is often tasked with:

Sending notice of stockholder and board meetings;
Creating meeting agendas;
Collecting and recording motions, votes and proxies; and,
Signing meeting resolutions and certifications.

2.) Maintaining Corporate Records

Corporate Secretaries are responsible for maintaining all of a corporation’s important internal documents. Some of these documents include:

Stock certificates and transfers;
Business licenses;
Corporate Minutes and resolutions;
Shareholder correspondence; and,
The corporation’s capitalization table.

3.) Advising Board Members

Board members in a corporation often come and go. An experienced Corporate Secretary may be responsible for onboarding new members and advising them on their fiduciary duties.

Many corporations also operate subsidiary companies. The Corporate Secretary may be responsible for ensuring that subsidiaries maintain good standing status and that their boards follow proper governance practices.

The company President may also assign the Corporate Secretary to perform additional duties. These include:

Assisting in shareholder outreach;
Making inquiries on behalf of the company;
Preparing materials and presentations; and,
Organizing or complying with company contracts.



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