One of the key responsibilities of a secretary is to organize and schedule meetings according the the 'Company Act'. He/she also has the duty to inform the board of directors and stakeholders about the meeting and its agenda. The secretary has to make a detailed note of the proceedings of the entire meeting. This includes documenting the activity and the matters discussed during the meetings by writing down the minutes. Along with the minutes, they also have to maintain the attendance log. Once the meeting is over, the minute records have to be filed properly for further reference, and the decisions of the meeting should be conveyed to the other employees by the secretary.
The secretary has to be aware of the Stock Exchange and its dealings through the brokers of the company. They also have to check on the documents and recordings of company share transfers. The duty of communicating with the shareholders of the company comes on the shoulders of the secretary. He/she has to send annual reports, notices and circulars about the company's policies, meetings, etc., to the shareholders regularly. The secretary also has to help them by answering their questions on shares as well as transfer of shares.
The secretary has the duty of getting the monthly and annual report and accounts published. Apart from this, they may also have the additional responsibility of supervising other secretaries in the company, and also to train the new staff. Even when the company appoints a new director, it is not only the responsibility of the secretary to guide them, but also to organize special training programs for him/her.