| Detail | For this role |
|---|---|
| Department | Legal and Compliance |
| Level | Entry level |
| Reports to | Company Secretary |
| Direct reports | None |
| Experience | Fresher or trainee under a company secretary |
Company Secretary Trainee job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Company Secretary Trainee
Department: Legal and Compliance
Reports to: Company Secretary
Location: [City], [office, branch or site]
About the role
A Company Secretary Trainee learns the secretarial profession while supporting board processes, statutory filings and record keeping under a qualified company secretary. The role reports to the Company Secretary. A good company secretary trainee drafts accurate minutes and resolutions, prepares filings for review, keeps statutory registers current, learns the Companies Act on the job, meets the requirements of their training and examinations, and grows into a qualified company secretary who can run governance and compliance on their own.
Key responsibilities
- Draft minutes, agendas and resolutions for board and committee meetings for review.
- Prepare statutory forms and returns for filing with the Registrar of Companies.
- Maintain statutory registers and secretarial records under the guidance of the secretary.
- Support the annual general meeting and shareholder communications under guidance.
- Track secretarial compliance deadlines and remind the company secretary.
- Help gather documents and approvals needed for corporate actions and resolutions.
- Coordinate with directors, auditors and departments to collect the information needed.
- Learn the Companies Act, rules and governance practice on the job.
- Keep the secretarial filing and document system in order.
- Prepare for the training and examination requirements of the profession.
Requirements
- Pursuing the Company Secretary course
- Registered for the required training
- Knowledge of company law basics
- Fresher or trainee under a company secretary
KRAs and KPIs for a Company Secretary Trainee
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Filing support | Statutory forms prepared correctly for review within the due time |
| Minute drafting | Minutes and resolutions drafted accurately for review above target |
| Register upkeep | Statutory registers kept current under guidance without gaps |
| Deadline tracking | Secretarial deadlines tracked and flagged before they fall due |
| Record order | Secretarial records kept organised and retrievable |
| Exam progress | Professional examinations cleared against the agreed plan |
Skills and tools
Tools used day to day: MCA and ROC portals, Secretarial software, MS Office, Statutory register software, Document management systems.
Reporting line and career path
Next roles: Company Secretary, Compliance Officer, Legal Officer
Interview questions for a Company Secretary Trainee
- How do you draft accurate minutes from a board meeting?
- How do you prepare a statutory form for filing with the Registrar?
- How do you keep statutory registers current and correct?
- How do you track secretarial deadlines so none is missed?
- How do you plan your training alongside your examinations?
- Why do you want to become a company secretary?
Managing a Company Secretary Trainee in ZeniaHR
Hire and manage your legal and compliance team in one place
Post the role, onboard the new hire, and track attendance, leave and KRAs in ZeniaHR. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What does a Company Secretary Trainee do?
A Company Secretary Trainee learns the secretarial profession while supporting board processes, statutory filings and record keeping under a qualified company secretary. They draft minutes and resolutions, prepare filings for review, maintain registers and learn the Companies Act on the job while completing their training and examinations.
How do you become a Company Secretary in India?
You register for and clear the examinations of the Institute of Company Secretaries of India and complete the required practical training, often as a trainee under a practising or employed company secretary. After qualifying and gaining experience, you can take on the full statutory company secretary role.
What skills does a Company Secretary Trainee need?
The role needs accurate minute drafting and filing support, company law basics and careful record keeping, along with coordination and discretion. Because it is a training role, employers value a willingness to learn, attention to detail and steady progress through the professional examinations.