In Malta’s regulated business environment, seamless corporate administration isn’t a luxury—it’s the foundation of legal standing and operational integrity. At Contact Advisory Services Ltd., we provide the expert oversight your company needs. As a fully MFSA (Malta Financial Services Authority) Authorised Company Services Provider, we don’t just file documents; we architect robust, sustainable, and precisely tailored corporate solutions. Our professional company secretary services, provided by our in-house lawyers, ensure your entity is not only compliant but also governed with the utmost precision and legal expertise.

To secure expert administrative oversight for your Maltese company, schedule a confidential consultation with our team today.

The Critical Role of a Company Secretary in Malta

The company secretary is a vital officer responsible for ensuring the company’s administrative and statutory compliance, acting as the guardian of its corporate governance. Under the Malta Companies Act, every company is required to appoint a company secretary. This role is not merely administrative; it is a cornerstone of the corporate structure, tasked with ensuring the board of directors is aware of its legal obligations and that all statutory requirements are met meticulously. An effective company secretary facilitates smooth operations, mitigates compliance risks, and allows the directors to focus on strategic business growth.

Our Comprehensive MFSA-Authorised Secretarial Services

Our corporate secretarial services provide your company with an experienced in-house lawyer to manage all statutory obligations, ensuring meticulous compliance and administrative efficiency. We offer a complete suite of outsourced company secretary solutions designed to manage every aspect of your company’s corporate life cycle. Our legal experts handle the full scope of administrative duties, ensuring your company’s governance framework is not just compliant, but impeccable.

Our corporate secretarial services in Malta include:

• Corporate Governance: Ensuring the company complies strictly with its Memorandum and Articles of Association and raising any matters that may warrant the attention of the Board.
• Statutory Record Maintenance: Keeping and maintaining all statutory registers, including the minute books, the register of members, and the beneficial ownership register.
• Meeting Management: Organising board meetings and the Annual General Meeting (AGM), formulating detailed agendas, preparing and circulating board packs, and professionally minuting all proceedings.
• Statutory Filings & Resolutions: Preparing and filing annual returns and all other necessary forms with the MBR, and expertly drafting resolutions for the board and shareholders.
• Corporate Changes: Effecting and documenting changes in the Board of Directors and Shareholders, ensuring all procedural and filing requirements are met.
• Registered Office Administration: Managing the company’s registered office, including the coordination and distribution of all official correspondence.
• Record Inspection: Ensuring that people who are legally entitled to do so can inspect company records in accordance with the law.

Why Choose Contact Advisory Services Ltd.?

Choosing us means entrusting your company’s compliance to a highly respected, MFSA-authorised provider dedicated to precision, proactivity, and strategic corporate support. Our approach is built on a foundation of deep legal knowledge and a commitment to operational excellence. We understand the high standards of our international clients and deliver a service that provides complete peace of mind.

Unwavering Compliance & MFSA Authorisation

Our status as an MFSA Authorised Company Services Provider is your guarantee that our services meet the highest regulatory and professional benchmarks. This official authorisation underscores our credibility and our rigorous approach to company administration in Malta. When you appoint a company secretary from our firm, you are embedding a culture of compliance at the core of your operations.

Expertise in Maltese Corporate Law

Our team possesses an in-depth, practical understanding of the Malta Companies Act and the evolving regulatory landscape. This specialised expertise is critical for navigating the nuances of Maltese corporate law. We provide accurate, timely advice, ensuring your company avoids common administrative pitfalls and adheres to all legal company secretary requirements in Malta.

A Proactive Administrative Partner

We operate as a proactive extension of your team, anticipating needs and managing compliance proactively rather than reactively. We don’t just file paperwork; we manage your corporate calendar, flagging important deadlines and providing strategic advice to ensure your administrative functions are always ahead of the curve. This proactive stance is the hallmark of a true governance partner.

The Duties and Responsibilities of a Malta Company Secretary

A Malta company secretary’s duties are centered on administration and compliance, including maintaining company records, ensuring statutory filings are made on time, and supporting the board of directors. This individual, often an in-house lawyer from our firm, acts as the primary administrative officer, upholding effective corporate governance and ensuring all procedures are managed according to the Malta Companies Act.

Core Administrative and Statutory Duties

The secretary’s primary duty is to manage the company’s statutory books and ensure all required information is accurately filed with the Malta Business Registry (MBR). This is a function of immense importance, as failure to maintain accurate records or meet filing deadlines can lead to penalties and compromise the company’s legal standing. To discuss your company’s specific secretarial needs, contact our team today.

Key responsibilities include:

• Maintaining Statutory Registers: Diligently keeping the company’s registers of members, directors, secretaries, debentures, and beneficial owners accurate and up to date at all times.
• Filing Annual Returns and Documents: Preparing and submitting the company’s annual return and any other required forms to the MBR, such as notifications of changes to directors or shareholders.
• Organising and Documenting Meetings: Ensuring the smooth execution of all board meetings and AGMs. This includes circulating agendas, taking accurate minutes, and maintaining the official minute book.
• Drafting Corporate Resolutions: Formally drafting and documenting resolutions passed by the board of directors and shareholders to ensure they are legally sound and properly recorded.
• Ensuring Compliance and Access: Advising the board on their statutory duties, ensuring adherence to the company’s constitutional documents, and facilitating the legal right of entitled persons to inspect company records.

The Company Secretary’s Role in Corporate Governance

Beyond administrative tasks, the company secretary plays a key advisory role, guiding the board on governance best practices and ensuring transparent communication with shareholders. They are the custodian of the company’s corporate governance framework. By enforcing board policies and organizing briefing materials, the secretary is pivotal in bolstering the board’s overall productivity and effectiveness. They ensure open access and clear communication channels between directors, shareholders, and management, guaranteeing the smooth operation of the company.

Frequently Asked Questions (FAQ)

Is it mandatory to have a company secretary in Malta?

Yes, under the Malta Companies Act, every company registered in Malta must appoint a company secretary. The company secretary must be an individual, and they are considered an officer of the company with significant legal responsibilities.

Can a director also be the company secretary?

No, a sole director of a private company cannot also be the company secretary. However, in a company with two or more directors, one of the directors may also be appointed as the company secretary, provided this is not a private exempt company.

What are the main responsibilities of a company secretary in Malta?

The main responsibilities include maintaining the company’s statutory registers, ensuring all statutory filings with the MBR are made on time, organising board meetings and minuting them, and advising the board on compliance and corporate governance matters. They are the central administrative pillar of the company.

Ensure Your Company’s Compliance Today

Meticulous corporate administration is non-negotiable for success and longevity in Malta. Our professional Malta company secretary services are designed to remove the administrative burden from your shoulders, providing the expert support you need to focus on your core business.

Partner with a trusted, MFSA-authorised provider to safeguard your company’s compliance.

[Click Here to Book Your Consultation] or call us at +356 2757 7000 or info@contact.com.mt