Assistant Manager - Company Secretory Affairs

Agay Barho is seeking a detail-oriented and knowledgeable Assistant Manager for Company Secretory Affairs to support the company secretarial function within the corporate governance framework. The ideal candidate will have strong expertise in corporate law, regulatory compliance, and secretarial practice, ensuring that all board and statutory requirements are rigorously managed. This role involves preparing board meeting materials, liaising with regulatory bodies such as the Securities & Exchange Commission of Pakistan and Pakistan Stock Exchange, and maintaining comprehensive secretarial records. The candidate should possess a graduate degree or an MBA from a reputed institution, combined with 3 to 4 years of relevant experience in a listed bank environment. The Assistant Manager will play a critical role in organizing and supporting board activities, managing shareholder communication, and ensuring timely submission of regulatory filings. This position demands excellent analytical capabilities, especially in Microsoft Office applications with an emphasis on advanced Excel. Strong interpersonal, communication, and presentation skills are essential to effectively interact with internal teams, shareholders, regulatory agencies, and auditors. The Assistant Manager does not manage a team but will coordinate extensively with various departments and external stakeholders to ensure compliance with corporate governance best practices and regulatory requirements.
Responsibilities
 

• Assist the company secretary in preparing draft agendas, notices, board packs, and other materials required for board meetings and related affairs.
• Coordinate with the share registrar (CDCSRSL) to obtain and manage beneficial ownership reports, shareholder lists, patterns, and categories.
• Maintain and update Registers of Particulars for Directors, CEO, CFO, Company Secretary, Legal Advisor, External Auditors, and keep all secretarial records including those related to dividends and bonus share issuance.
• Process directors remuneration and prepare shareholder comparison reports for management review as needed.
• Dispatch notices for Annual General Meetings to Directors, Auditors, Legal Advisors, and regulatory authorities such as RJSC, SECP, PSX, and SBP.
• Serve as liaison with Pakistan Stock Exchange and Companies Registration Office to submit statutory returns, free float declarations, and periodic reports, ensuring timely resolution of any queries.
• Prepare and provide detailed reports to the State Bank of Pakistan concerning foreign and major shareholders, minutes of board and general meetings, financial accounts, lists of directors, and compliance with fit & proper tests under Prudential Regulations.
• Communicate with shareholders, bank branches, and share registrar to manage dividend warrant revalidation and distribute annual and periodic reports ahead of AGM and book closure.
• Coordinate information flow and corporate actions with the Central Depository Company to ensure shareholder records are current and accurate.
• Collaborate with internal and external auditors to facilitate auditing of company secretarial functions, ensuring compliance and process integrity.
• Prepare lists of unclaimed or unpaid share certificates and dividends and submit these to regulatory authorities such as the SECP in accordance with legal timelines.