Company Secretary (CS)

About the Company

Hubotx Labs is part of India’s broader shift toward faster, more capable, and more sophisticated growth. Over the last decade, the country has expanded across industries to become an important global base for manufacturing, services, and innovation. Artificial intelligence, advanced analytics, and innovation-led Global Capability Centres are now playing a major role in enterprise strategy, improving efficiency, resilience, and data-led decisions. This reflects a move from growth driven mainly by cost to growth built on capability.

Role Overview

The organization is looking for a Company Secretary to work from Gurgaon/Gurugram and lead secretarial, governance, and compliance activities. The role covers board support, statutory filings, regulatory coordination, legal documentation, and corporate action support.

Corporate Secretarial Responsibilities

• Keep the company aligned with the Companies Act, 2013, relevant rules, and Secretarial Standards.
• Plan and coordinate Board Meetings, Committee Meetings, Annual General Meetings, and Extraordinary General Meetings.
• Draft meeting agendas, notices, board notes, minutes, and resolutions.
• Update and preserve statutory registers, records, and company documents.
• Prepare and submit statutory forms and returns with the Registrar of Companies within required deadlines.
• Track annual filing obligations and other recurring compliance requirements.

Corporate Governance

• Guide the Board and senior leadership on governance practices and statutory responsibilities.
• Ensure corporate governance policies and internal controls are properly followed.
• Monitor legal and regulatory changes and suggest timely actions.
• Help roll out governance best practices across the organization.

Regulatory Compliance

• Ensure compliance with the Companies Act, 2013, and, where relevant, FEMA, RBI guidelines, SEBI regulations for listed entities, and other corporate/commercial laws.
• Work closely with regulators, auditors, and external advisors.
• Maintain compliance calendars, trackers, and monitoring systems.

Legal Documentation

• Draft, review, and maintain board resolutions, shareholder resolutions, powers of attorney, corporate agreements, MOUs, NDAs, and shareholder agreements, with legal support where needed.
• Support legal due diligence for mergers, acquisitions, investments, and restructuring transactions.

Share Capital and Corporate Actions

• Handle share allotments, transfer and transmission of shares, ESOP paperwork, and changes in authorized or paid-up capital.
• Support private placements, rights issues, and changes involving directors or key managerial personnel.

Compliance and Risk Management

• Carry out periodic compliance checks and internal reviews.
• Prepare compliance dashboards and reporting for management.
• Spot compliance risks and propose mitigation measures.
• Coordinate secretarial audits and regulatory inspections.

Stakeholder Coordination

• Interface with the ROC, MCA, statutory auditors, secretarial auditors, legal counsel, banks, investors, and shareholders.
• Assist with fundraising activity, due diligence, and investor-related documentation.

Experience

The role requires 4 to 8 years of post-qualification experience. Exposure to corporate secretarial work in a corporate setup, consulting firm, GCC, or multinational company is preferred. Experience with private limited companies, subsidiaries, and cross-border compliance will be an advantage.

Qualifications

Applicants must be a qualified Company Secretary and a member of the Institute of Company Secretaries of India (ICSI). An LLB or another legal qualification is preferred, and certification in corporate governance or compliance would be a plus.