Duties and Responsibilities of the Corporate Secretary in a Public Company

Corporate Secretary commonly called corsec has an important role in corporate governance, especially for public companies (Tbk) that operate within a strict regulatory scope. This position not only focuses on administrative tasks, but also plays a strategic role in ensuring compliance with regulations, maintaining transparency, and facilitating communication between stakeholders. This article will discuss the duties and responsibilities of corsec in supporting (Good Corporate Governance).

What is Corporate Secretary?

Corporate Secretary or corsec is an individual or part of an organization that is responsible for managing corporate governance, communicating with regulators, and implementing important company administration. In a Tbk company, this position is very important because it acts as the main liaison between the company, shareholders, capital market authorities, and the public.

According to Financial Services Authority (OJK) Regulation Number 35/POJK.04/2014 concerning Corporate Secretaries of Issuers or Public Companies, a Corporate Secretary must be appointed by every public company. This aims to support more transparent and accountable corporate governance.

Duties of Corporate Secretary

The following are the main tasks of corsec in accordance with regulations and best practices in public companies:

1. Ensuring Compliance with Regulations

Corporate Secretary is responsible for ensuring that the company complies with all applicable regulations, both from the Financial Services Authority (OJK), the Indonesia Stock Exchange (BEI), and other capital market regulations.

• Submission of periodic reports, such as annual reports and financial reports.
• Reporting of material facts and important information that may influence investor decisions.
• Manage communications between companies and regulators to ensure legal compliance.

2. Supporting the Implementation of Good Corporate Governance (GCG)

Corporate Secretary plays an important role in ensuring that GCG principles such as transparency, accountability, responsibility, independence, and fairness are implemented effectively.

• Ensuring the company has clear governance policies.
• Oversee the implementation of governance principles in every aspect of the company's operations.
• Providing advice to the Board of Directors and Board of Commissioners regarding compliance and governance.

3. Managing Company Documentation

Corporate Secretary is responsible for storing and managing important company documents, including:

• Legal documents such as articles of association and changes to organizational structure.
• Minutes of meetings of the Board of Directors, Board of Commissioners, and AGM.
• Archive of financial reports and other related documents.

Responsibilities of Corporate Secretary

1. Support the Board of Directors and Board of Commissioners

Corporate Secretary is tasked with providing legal and administrative advice to the Board of Directors and the Board of Commissioners in decision making. This responsibility includes ensuring that every decision taken is in accordance with applicable regulations.

2. Managing the General Meeting of Shareholders (GMS)

GMS is the highest forum in the governance structure of a public company, where shareholders can make strategic decisions. Corporate Secretary has full responsibility in managing the implementation of the GMS, from preparation to documentation.

• GMS Preparation:
  Corsec prepares meeting agendas, prepares supporting documents, and ensures that all information is conveyed to shareholders in accordance with regulations.
• Implementation of GMS with Technology Support:
  The implementation of the GMS requires technological support to ensure transparency and efficiency. In this case, V-cube Indonesia is an important partner for public companies.
  • V-cube Indonesia provides GMS supporting devices such as modern and reliable conference systems.
  • They also support professional documentation during meetings, either in the form of video recordings.
  • With the live streaming service of the GMS,, V-cube Indonesia allows shareholders who cannot be physically present to still follow the meeting in real-time, thereby increasing participation and engagement.
• Post-AGM Documentation:
  Corsec ensures that all decisions taken during the GMS are properly documented in the form of meeting minutes in accordance with legal provisions.

3. Delivering Material Information to the Public

Corporate Secretary is tasked with conveying relevant material information to the public in a transparent and timely manner. This information includes financial reports, dividend announcements, or leadership changes. Such activities are usually carried out at the Public Expose event after the GMS.

4. Managing Relationships with Stakeholders

As the company's official liaison, corsec establishes effective communication with various stakeholders, including:

• Regulators: Conduct periodic reporting and coordination with OJK and BEI.
• Shareholders: Providing necessary information, such as shareholder rights and the implementation of the GMS.
• Public and Media: Conveying information that can influence public perception of the company.

Required Competencies

To carry out his duties properly, the Corporate Secretary requires various competencies, including:

• Regulatory Knowledge: Must understand capital market regulations and corporate governance.
• Communication Skills: Able to establish good relationships with stakeholders.
• Leadership: Able to lead a team to ensure all administrative tasks run smoothly.
• Technology Capabilities: Mastering supporting technologies such as how to use Easy KSEI and Zoom to support the implementation of GMS and other activities.

Challenges Faced Corporate Secretary

1. Regulatory Complexity:
   Rapid regulatory changes require Corporate Secretary to continually update their knowledge to remain compliant with applicable regulations.
2. High Need for Transparency:
   In the digital era, Corporate Secretary must ensure that company information is available accurately and can be easily accessed by shareholders and the public.
3. Pressure from Stakeholders:
   As a bridge between the company and various parties, the Corporate Secretary often faces great pressure to meet the needs of all parties.

Conclusion

Corporate Secretary plays a strategic role in maintaining good corporate governance, especially for public companies. With responsibilities ranging from ensuring regulatory compliance, managing documentation, to implementing GMS, corsec is key to the success of the company's operations and reputation.

In the implementation of the GMS, the presence of partners such as V-cube Indonesia greatly helps ensure that the meeting runs smoothly through advanced technology services, professional documentation, and live streaming that increase efficiency and shareholder participation. With support like this, corsec can carry out its duties more effectively, ensuring that the company remains transparent, accountable, and competitive in the market.