Assistant Manager Secretarial Affairs

The Assistant Manager Secretarial Affairs is a crucial role in supporting the company secretary with a wide range of corporate governance and secretarial duties. This position requires a thorough understanding of corporate law, regulatory requirements, and compliance management within a listed bank context. The candidate collaborates closely with various stakeholders including regulatory bodies, shareholders, auditors, and internal teams to ensure that all secretarial functions are executed accurately and timely. With 3-4 years of experience, preferably in a listed bank, the Assistant Manager is responsible for preparing board meeting materials, maintaining statutory registers, and coordinating with regulatory authorities such as SECP, PSX, and SBP. The role demands strong analytical skills, attention to detail, and proficiency in Microsoft Office tools, especially advanced Excel. Excellent communication and interpersonal skills are essential to effectively liaise with relevant parties and deliver high-quality secretarial services. This role does not involve managing a team but requires independent execution and coordination of various secretarial processes.

Responsibilities

• Assist the company secretary in preparing draft agendas, notices, board packs, and other meeting documentation for board-related affairs.
• Liaise with the share registrar to collect and manage beneficial ownership reports, shareholder lists, pattern, and categories.
• Prepare and update Registers of Particulars for Directors, CEO, CFO, Company Secretary, Legal Advisors, External Auditors and maintain all secretarial records including dividends and issuance of bonus shares.
• Process directors’ remuneration and prepare shareholders’ comparison reports for management review as needed.
• Send notices for Annual General Meetings (AGM) to Directors, Auditors, Legal Advisors, Registrar of Joint Stock Companies, SECP, PSX, SBP, and other relevant stakeholders.
• Coordinate with PSX and Companies Registration Office for submission of statutory returns, free float declarations, and quarterly, half-yearly, and annual reports, ensuring timely resolution of queries.
• Prepare and submit required information to SBP, including foreign and major shareholder details, board and general meeting minutes, published accounts, lists of directors, and fit & proper tests under prudential regulations, adhering to regulatory timelines.
• Work with shareholders, bank branches, and share registrars to revalidate dividend warrants and distribute annual reports and notices prior to AGM and book closure.
• Facilitate the Central Depository Company regarding corporate action information.
• Coordinate with internal and external auditors during audits of company secretarial functions.
• Prepare and provide lists of unclaimed or unpaid share certificates and dividends to SECP.