According to the law, newly incorporated companies must appoint a company secretary. The company must fulfil the criteria:
- Company secretary must be appointed within 6 months after the incorporation date.
- Position of company secretary cannot be vacant for more than 6 months.
- Sole director of the company and the company secretary cannot be the same person.
- Company secretary must be a natural person and living in Singapore.
The company secretary's role and duties include:
Facilitate Company Meetings
It is the duty of the company secretary to send out memos and notices to individuals such as business partners and shareholders on upcoming meetings. He or she should also prepare a comprehensive meeting agenda and other essential details.
Ensure Adherence to the Constitution
After the company has been set up, the company secretary need to come up with a company constitution. This constitution is to allow him or her to monitor and regulate all business operations, ensuring that it abides by the set laws and regulations. He or she need to make sure your company complies with all laws to avoid court cases and fines,
Bookkeeping and Accounts Management
The company secretary needs to ensure all required reports are prepared on time. He or she also need to file these reports in the Singapore Company Registrar. The company secretary also needs to make sure that all company transactions especially those related to disposal and acquisition of assets are well documented.
Company Identity, Insurance, and Seal
The company secretary need to make sure all official documents has the correct company name, address, and official entity number. He or she also need to ensure all relevant documents are embossed by the company seal to prove its authenticity. The seal should be kept in safe custody by the company secretary. More importantly, he or she is required to make sure that the required insurance policies cover all employees, directors, officers, and the office premises.
Other event based duties include:
Amending of the registered company constitution
Facilitating change of company name
Decreasing or increasing share capital
Be involved in the process of appointing a new company director
All other duties stipulated in the signed employment contract