Company Secretary Officers

Statutory Compliance & Legislation

• Assist in ensuring that assigned client entities comply with the Companies Act 2001, the Financial Services Act, the Code of Corporate Governance of Mauritius, and all other applicable legislation.
• Monitor regulatory changes and flag compliance requirements to the Manager – Company Secretarial Services.
• Ensure all statutory obligations are met within prescribed timeframes for assigned portfolios.
• Advise clients on basic company secretarial compliance matters under the guidance of the Manager.

Statutory Filings & Regulatory Bodies

• Ensure timely statutory filings with the Registrar of Companies, annual returns, changes in directors and officers, share allotments, change of registered address, and all other required notifications.
• Liaise with the Stock Exchange of Mauritius (SEM), Financial Services Commission (FSC), banks, and other regulatory bodies on behalf of assigned client entities.
• Operate proficiently on the online filing system of the Registrar of Companies zero late submissions.
• Prepare and submit all required regulatory returns within prescribed deadlines.

Corporate Records Management

• Keep proper and accurate statutory records for assigned client entities, registers of directors, shareholders, mortgages and charges, minutes books, and share certificates.
• Ensure all statutory registers and records are maintained in accordance with the Companies Act 2001 and NWT’s internal standards.
• Maintain organised and audit-ready client files at all times.
• Ensure changes to corporate structure, officers, and shareholding are reflected promptly and accurately in statutory records.

Board & Committee Meetings

• Organise board meetings and committee meetings for assigned client entities, scheduling, notices, agenda preparation, and logistics.
• Attend board and committee meetings, take accurate notes, and prepare draft minutes within agreed timelines.
• Prepare resolutions, board resolutions, written resolutions, and shareholder resolutions accurately and in accordance with the company’s constitution and applicable law.
• Circulate board packs, minutes, and resolutions to directors and relevant stakeholders.
• Maintain a meetings calendar for assigned portfolios ensuring all required meetings are scheduled and held.

CDD Documentation — Officers, Shareholders & UBOs

• Maintain proper and current Customer Due Diligence (CDD) documentation for all directors, officers, shareholders, and Ultimate Beneficial Owners (UBOs) of assigned client entities.
• Conduct periodic CDD reviews and obtain updated documents in a timely manner.
• Ensure CDD files meet the requirements of NWT’s AML/CFT compliance framework and applicable regulatory standards.
• Escalate CDD concerns or incomplete documentation to the Manager and compliance team promptly.

Client Liaison & Communication

• Liaise directly with clients, directors, and corporate officers on company secretarial matters for assigned portfolios.
• Respond to client queries in a timely and professional manner escalating complex matters to the Manager.
• Build and maintain professional relationships with clients, the Registrar of Companies, regulatory bodies, and external advisers.
• Provide clear and accurate company secretarial guidance to clients on routine compliance matters.