This is an administrative role and while it handles several corporate duties, it embodies limited powers. The bulk of the work is filling out forms and ensuring that statutory paperwork is filled in correctly and dispatched promptly.
In some countries a director can be a corporate administrator/company secretary; in others it is a separate role. It is their role to transmit any changes to the legal makeup of the company to the governing body promptly.
The role of notifying company members (this can include shareholders) of changes is normally the responsibility of the company secretary. There are legal time limits that are deemed to be adequate notice. In the United Kingdom you must give them a minimum of 14 days' notice for a normal meeting and 21 days for the annual general meetings (AGMs). Note that for unlimited companies the notice period is typically seven days. The rules and regulations vary depending on the type of firm, and from country to country.
The corporate administrator/company secretary duties also entail sending the registrar of companies copies of special or extraordinary resolutions within 15 days of them being passed, and providing copies of the audited accounts to every member of the company, shareholders, and anyone else who has legally requested a copy. In the United Kingdom, these must be sent out at least 21 days in advance of the AGM to ensure people have ample time to digest them.
The company secretary is also responsible for recording the minutes of all board meetings. They must also make the company records available for inspection, if requested. Finally, they keep custody of the company seal. This is used to endorse share certificates and other legal documents.
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