Organize and Attending Board Meetings
All company meetings that involve the board of directors and shareholders of a Hong Kong company are to be organised by the company secretary. As Hong Kong companies must follow set procedures to ensure that any decisions made during these meetings are compliant with Hong Kong laws, it is imperative that the company secretary attend these meetings and prepare agendas and meeting minutes.
Assist in Share Issuance and Transfers
Hong Kong companies that engage in issuing or transfer their shares must follow strict laws and procedures. As such, it is the responsibility of the company secretary to ensure that the company does not engage in any acts of non-compliance during these exercises.
What Makes a Good Company Secretary?
Most importantly, the company secretary should understand the context and company processes and policies in order to ensure that the company is compliant with Hong Kong regulations. After all, the directors of the company will depend on the company secretary to highlight compliance issues within the company and to provide solutions.
Although it is not compulsory for incorporated companies in Hong Kong (except listed companies) to appoint a licensed company secretary, it is suggested to appoint a company secretary that is a member of the Hong Kong Institute of Chartered Secretaries. In other words, this can ensure the quality of their work, which helps to free you up from handling complex documents and avoid making mistakes. Thus, you can focus on other aspects of your business.
Most importantly, delay in submitting and filing documents to the government will lead to penalties. Therefore, the company secretary needs to keep an eye on all the deadlines and filing requirements. As the company secretary is responsible for handling all the mails from the government, they should make sure that communications are set in place on time, in order to avoid delays in file submissions.
Why should you use FastLane’s secretarial service?
FastLane has been working with hundreds of companies as their company secretary. With over 6 years of experience in the field of company formation, accounting and auditing, FastLane understands the needs of startups and small businesses in Hong Kong.
Above all, as your company secretary, we make sure that the company strategy complies with the statutory requirements as well as to share the latest corporate laws and rules with you.
In addition to being your company secretary, FastLane also provides services such as accounting, statutory audit, corporate tax compliance, company formation and more. Efficient communication is performed when company secretaries are grouped together.
At FastLane, the accounting team works closely with the company secretary. Therefore, the audit team can obtain documents to review easily. In other words, with FastLane as your company secretary, you don’t need to take extra effort in coordinating your company secretary with accountants and auditors. Most importantly, our teams make sure to meet all your important deadlines, thus prevent incurring penalties for late submissions.
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