Company Incorporation & Corporate Secretarial Specialist

About the Role

CLA is seeking a detail-oriented and experienced Company Incorporation & Corporate Secretarial Specialist to manage end-to-end company formation, entity structuring, statutory documentation, and corporate secretarial activities across India, the United States, and the United Kingdom. The ideal candidate will possess practical knowledge of incorporating different business entities, maintaining statutory records, coordinating with regulatory authorities and professional advisors, and ensuring compliance with applicable corporate laws and filing requirements across multiple jurisdictions.

Key Responsibilities

• Company Incorporation & Entity Formation

• Manage end-to-end incorporation and registration of business entities in India, the USA, and the UK.

• Handle the formation of various entity types:

• India: Private Limited Companies, Public Limited Companies, One Person Companies (OPCs), Limited Liability Partnerships (LLPs), Section 8 Companies, partnerships, sole proprietorships, trusts, societies, and other applicable legal structures.

• USA: C-Corporations, S-Corporations (including relevant tax election processes), Limited Liability Companies (LLCs), partnerships, non-profit entities, and trusts.

• UK: Private Companies Limited by Shares (Ltd), Companies Limited by Guarantee, Public Limited Companies (PLCs), Limited Liability Partnerships (LLPs), partnerships, charitable organisations, and trusts.

• Advise on entity selection, incorporation requirements, documentation, jurisdictional considerations, and registration procedures, in coordination with qualified legal, tax, and compliance professionals.

• Coordinate name availability checks, preparation of incorporation documents, registered office requirements, director/partner/trustee details, ownership information, and statutory declarations.

• Liaise with government authorities, company registries, registered agents, solicitors, accountants, and other external service providers.

• Corporate Secretarial Practices

• Manage corporate secretarial activities and statutory compliance requirements for incorporated entities.

• Prepare and maintain statutory registers, minutes of meetings, resolutions, shareholding records, director details, and other corporate records.

• Coordinate board meetings, shareholder meetings, annual general meetings (AGMs), and extraordinary general meetings (EGMs).

• Handle changes to directors, shareholders, registered office addresses, company names, share capital, ownership structures, and other company particulars.

• Support annual filings, confirmation statements, annual returns, financial statement filings, and other periodic regulatory submissions applicable to each jurisdiction.

• Maintain corporate governance documentation and ensure records are accurate, complete, and up to date.

• Track filing deadlines, statutory obligations, renewals, and compliance calendars across jurisdictions.

• Regulatory Compliance – India, USA & UK

• Maintain working knowledge of applicable corporate laws and regulatory frameworks, including the Companies Act, 2013, and MCA requirements in India; relevant state-level and federal entity requirements in the USA; and Companies Act, 2006, Companies House, and applicable HMRC requirements in the UK.

• Coordinate filings with the Ministry of Corporate Affairs (MCA), Registrar of Companies (ROC), Companies House, US Secretaries of State, and other relevant authorities.

• Support beneficial ownership disclosures, significant control reporting, KYC documentation, and other applicable regulatory requirements.

• Coordinate tax registrations, employer registrations, and other post-incorporation registrations with relevant advisors and authorities.

• Monitor regulatory changes and communicate their impact on incorporation and ongoing compliance activities.

• Support compliance reviews, documentation audits, and remediation of pending statutory filings.

• Trusts, Non-Profit & Special-Purpose Entities

• Assist with the formation and documentation of trusts, charitable entities, non-profit organisations, foundations, and similar structures, where legally permitted.

• Coordinate trust deeds, bylaws, constitutional documents, trustee appointments, governance records, and amendments.

• Understand the distinctions between corporate entities, trusts, non-profit organisations, and other legal structures in the relevant jurisdictions.

• Coordinate with legal professionals and specialist advisors on jurisdiction-specific requirements for regulated or complex structures.

• Documentation & Stakeholder Management

• Draft, review, organise, and maintain incorporation forms, constitutional documents, resolutions, declarations, statutory registers, and compliance documentation.

• Coordinate with clients, internal teams, directors, shareholders, trustees, accountants, company secretaries, lawyers, and overseas service providers.

• Maintain accurate digital records, document trackers, compliance checklists, and filing status reports.

• Ensure confidentiality, data accuracy, document security, and timely completion of assigned tasks.

• Provide regular updates on incorporation progress, pending documentation, statutory deadlines, and compliance status.

Requirements & Tech Stack

• Education: Bachelor's degree in Commerce, Business Administration, Law, or a related field.
• Professional Qualification (Preferred): Company Secretary (ICSI), LLB, or equivalent corporate compliance qualification.
• Experience: Practical experience in company incorporation and corporate secretarial practices.
• Jurisdictional Knowledge: Working knowledge of incorporation procedures in India and the ability to coordinate entity formation in the USA and UK.
• Entity Structures: Understanding of different legal entity structures, including private and public companies, LLCs, LLPs, non-profit entities, partnerships, and trusts.
• Compliance Familiarity: Familiarity with statutory filings, corporate governance, beneficial ownership disclosures, and post-incorporation compliance.
• Skills: Strong documentation, coordination, organisational, and communication skills. Ability to manage multiple incorporation and compliance assignments simultaneously.
• Software Proficiency: Proficiency in Microsoft Office, document management systems, and compliance tracking tools.
• Preferred Experience:
• Experience working with international incorporation agencies, corporate service providers, law firms, accounting firms, or multinational organisations.
• Hands-on experience with MCA portal filings, Companies House submissions, and US state-level business registration processes.
• Exposure to cross-border entity formation, foreign ownership structures, and international corporate administration.
• Knowledge of post-incorporation requirements, including tax registrations, banking documentation, annual compliance, and corporate record maintenance.
• Experience coordinating with overseas registered agents, solicitors, accountants, and company secretarial service providers.

Key Competencies

• Strong attention to detail and accuracy.
• High standards of confidentiality and professional integrity.
• Proactive compliance deadline management.
• Strong problem-solving and follow-up skills.
• Ability to work independently and collaboratively with cross-functional teams.
• Willingness to learn and stay updated on international corporate laws and regulatory practices.

Work Location & Employment Type

• Location: CLA, Guindy Chennai, Tamil Nadu.
• Work Arrangement: Full-time, on-site.
• Employment Type: Full-time, permanent (or as per company requirements).