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What are the Duties of a Company Secretary of a Registered Company in Hong Kong?

A company secretary is a corporate officer who performs administrative and legal duties for a company. In Hong Kong, the Companies Ordinance requires that every registered company must have at least one director and one company secretary. The role of the company secretary is very important, and they play a key role in ensuring that the company complies with all applicable laws and regulations.

In this blog post, we will discuss the duties of a company secretary in Hong Kong in more detail. If you are thinking of becoming a company secretary, or are just curious about what the role entails, the following information will be of interest to you.

The main duties of a company secretary in Hong Kong include the following:

– Keeping up-to-date with all changes to the law and ensuring that the company complies with all applicable laws and regulations;

A company secretary is responsible for ensuring that the company complies with all applicable laws and regulations. This includes keeping up-to-date with any changes to the law and implementing any necessary changes within the company.

– Maintaining the statutory registers and filing annual returns;

The company secretary is also responsible for maintaining the statutory registers, which include the company’s register of members, the register of directors and secretaries, the register of charges, and the register of shareholders. They must also file annual returns with the Companies Registry on a yearly basis.

– Acting as a point of contact for the company’s shareholders, directors, and other stakeholders;

The company secretary is often the first point of contact for the company’s shareholders, directors, and other stakeholders. They are responsible for dealing with any inquiries or requests from these parties and ensuring that they are kept up-to-date with all important company information.

– Overseeing the administration of the company’s share capital;

The company secretary is also responsible for overseeing the administration of the company’s share capital. This includes issuing new shares, transferring shares, and canceling shares.

-Helping with company formation; 

Although not technically a duty of the company secretary, they often play a key role in helping with Hong Kong company formation. This includes preparing and filing the relevant documents with the Companies Registry, as well as assisting with other administrative tasks. They can also provide advice on the best way to set up a company and ensure that all necessary legal requirements are met. 

– Preparing and disseminating board minutes;

As a corporate officer, one of the main duties of the company secretary is to prepare and disseminate board minutes. Board minutes document all decisions made by the board of directors and provide a record of proceedings.

– Acting as a liaison between the board of directors and the company’s auditors;

The company secretary is also responsible for acting as a liaison between the board of directors and the company’s auditors. They are responsible for ensuring that all audits are carried out in a timely and efficient manner and that any findings or recommendations from the audit are communicated to the board.

– Performing other duties as assigned by the board of directors.

In addition to the duties listed above, a company secretary may be assigned other duties by the board of directors. It is their responsibility to carry out these duties in a professional and timely manner. Examples of such duties include preparing and filing financial statements, dealing with corporate compliance matters, and overseeing the company’s insurance policies.

Conclusion

In conclusion, the role of a company secretary is an important one and carries with it a number of responsibilities. If you are interested in becoming a company secretary, or would just like to learn more about what the role entails, then this blog post has hopefully been informative for you.

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