The Company Secretary Team is the organisational core that delivers governance continuity and compliance resilience.

It transforms governance from a reactive task into a structured, scalable function that supports board efficiency and regulatory integrity.

In large organisations, this team is not a luxury; it is a strategic necessity that ensures governance obligations are met across multiple jurisdictions and complex entity structures.

Without a properly resourced team, governance bottlenecks emerge, compliance risks escalate, and board operations grind to a halt.

The Company Secretary Team station typically encompasses:

◼️Head of Company Secretariat: Advises the board and leads governance strategy.

◼️Deputy / Assistant Company Secretary: Oversees operational tasks and statutory filings.

◼️Governance Officer: Maintains registers, minutes, and policy updates.

◼️Entity Management Specialist: Handles subsidiary compliance and cross-border obligations.

◼️Compliance & Filings Coordinator: Manages regulatory submissions and listing requirements.

◼️Administrative Support: Coordinates scheduling, document collation, and distribution.

◼️Reporting Lines: Typically to the Board Chair for governance and CEO or GC for administration.

In GLS legal ops speak – the Co. Sec. Team is considered a “Foundational” resource within the process ecosystem of an in-house legal team.

The Foundational Resource: Is responsible for determining the overall performance capabilities of a “critical” legal function. If it is not optimised, the function can never be optimised. 

The best practice features of the Company Secretary Team are as follows:

◼️Clear Role Definitions: Job descriptions that eliminate duplication and gaps.

◼️Scalable Structure: Capacity to expand with business growth and regulatory complexity.

◼️Specialisation: Dedicated roles for filings, governance, and entity management.

◼️Cross-Jurisdictional Expertise: Knowledge of global compliance requirements.

◼️Technology Integration: Use of entity management and meeting software.

◼️Continuous Training: Regular updates on governance and regulatory changes.

◼️Resilience Planning: Coverage for absences and succession readiness.

◼️Performance Metrics: KPIs for compliance timeliness and governance quality.

The Company Secretary Team delivers the following value to the Business: 

◼️Compliance Coverage: Reduces risk of missed filings and governance breaches.

◼️Operational Efficiency: Streamlines board support and meeting preparation.

◼️Scalability: Enables governance to keep pace with organisational growth.

◼️Stakeholder Confidence: Signals governance maturity to investors and regulators.

◼️Deal Readiness: Ensures entity documentation is complete for transactions.

A structured CoSec team reduces the legal department’s administrative burden.

It embeds governance discipline across the organisation, freeing legal resources for strategic work.

It improves collaboration between legal, compliance, and business units.

It positions the legal function as a governance leader rather than a reactive problem-solver.

The Company Secretary Team is essential for:

◼️General Counsel and Legal Operations teams.

◼️Board members and senior executives.

◼️Compliance officers and governance professionals.

◼️Shareholder relations teams.

A legal team operating without a Company Secretary Team will face a wide range of inefficiencies including:

◼️Missed Deadlines: Statutory filings delayed, triggering penalties.

◼️Governance Bottlenecks: Board approvals stalled due to resource gaps.

◼️Operational Burnout: Overloaded individuals leading to errors and turnover.

◼️Investor Distrust: Governance failures undermine confidence and valuation.

◼️Deal Delays: Transactions slowed by incomplete entity documentation.

The Company Secretary Team increasingly relies on technology for efficiency and scalability.

Entity management platforms, compliance dashboards, and meeting software are essential tools.

Technology enables real-time visibility, automated reminders, and secure document storage.

People Also Ask (PAA) Questions

1. What is the ideal structure for a company secretarial team?

A mix of leadership, operational, and specialist roles tailored to business complexity.

2. Who does the company secretary report to?

Typically the Board Chair for governance and the CEO or GC for administration.

3. Is outsourcing a viable option for CoSec functions?

Yes, but hybrid models often provide better control and cost efficiency.

4. What risks arise from an under-resourced CoSec team?

Missed filings, governance failures, and reputational damage.

5. How does team structure impact compliance?

Clear roles and adequate resourcing reduce errors and delays.

6. What best practices define a high-performing CoSec team?

Role clarity, scalability, technology integration, and continuous training.

7. Can technology replace a CoSec team?

No - technology supports governance but cannot replace human judgment and expertise.

8. How does a strong CoSec team affect investor confidence?

It signals governance maturity and reduces perceived risk.

9. What KPIs measure CoSec team performance?

Compliance timeliness, accuracy of filings, and board support efficiency.

10. Why should Legal Ops prioritise CoSec team design?

Because governance failures caused by poor resourcing are costly and reputationally damaging.