Manager - Secretarial

Role Overview

This position entails managing multiple secretarial functions, focusing on ESOP management, budget handling, dividend reconciliation, bills processing, and supporting the Company Secretarial team in compliance and administrative tasks.

Key Responsibilities

• Manage the Employee Stock Option Plan (ESOP) activities including grant processing, tracking vesting and exercises.
• Keep ESOP records up to date while coordinating with internal teams, employees, and Registrar & Transfer Agent (RTA).
• Prepare accurate ESOP management information systems (MIS) reports ensuring adherence to corporate policies and statutory regulations.
• Respond to employee inquiries on ESOP statuses, required paperwork, and timelines.
• Assist in creating, consolidating, and monitoring the Secretarial department’s yearly budget.
• Track ongoing expenditures against budgets on a monthly and quarterly basis, highlighting variances and proposing necessary adjustments.
• Work closely with the Finance department for budget approvals, submissions, and updates.
• Support reconciliation processes for dividend payments including managing unclaimed dividends and related financial records.
• Coordinate effectively with RTA, Finance, and other internal stakeholders to verify dividend distributions.
• Maintain comprehensive dividend payout records and assist in preparing reports for regulatory authorities.
• Address shareholder questions or concerns regarding dividend payments.
• Process vendor bills, invoices, and professional fees promptly, ensuring payments are made on time.
• Maintain detailed logs of processed bills and track their status with accounts and finance teams.
• Monitor departmental expenses to guarantee compliance with internal financial policies and procedures.
• Facilitate vendor interactions and manage necessary documentation.
• Provide administrative and compliance assistance to the Company Secretarial team including maintenance of statutory registers and filings as per the Companies Act and SEBI regulations.
• Handle document control, correspondence, and coordination with various internal departments.