Chief Liaison Officer, Swellendam

Responsibilities

Executive Team Optimization

Complete various administrative tasks to optimize the MD's ability to lead the company effectively, such as assisting with special projects, designing and producing complex documents, reports and presentations.

Act as the key liaison between the MD and Senior Management to ensure the completion of projects by assigning work on behalf of the MD to the assigned senior managers.

Provide sophisticated calendar management, including making judgements and recommendations to ensure smooth day-to-day engagements.

Provide both "gatekeeper" and "gateway" roles, thus acting as a bridge for smooth communication between the MD and members of the senior management team and employees.

Act as a liaison to the Board of Directors with logistical support, written materials, and adherence to compliance with applicable regulations regarding Board matters.

Oversee internal event management, including staff meetings and departmental activities for corporate culture fostering.

Plan, schedule, and coordinate all production, operations, management, and directors’ meetings, including calendar management, venue bookings, logistics, and attendee coordination.

Prepare and distribute agendas, minutes, presentations, board packs, and supporting documentation. Prepare management‑level presentations, reports, and executive summaries for internal and external stakeholders.

Optimize Operational Efficiencies

Provide high‑level administrative support on market‑related pricing, such as price analysis and reporting, procurement and sales support and ensuring transparency on margins.

Identify and develop reporting systems where necessary and train relevant employees to update and analyze reports.

Stakeholder Liaison

Oversee internal processes to maintain the highest standards of hospitality for stakeholders and create a welcoming environment for guests that resembles professional etiquette.

Maintain high level stakeholder relationships through database management, correspondence, and corporate gifting initiatives in alignment with professional protocols.

Monitor customer or business partner enquiries and complaints to ensure they are resolved in a professional manner.

Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the organization's operations.

Company Secretarial Responsibilities

Administer share transactions.

Maintain accurate shareholder records and facilitate dividend declarations and payments.

Assist with FICA‑related applications and compliance requirements.

Administer trust‑related matters for the Employee Trust and Canola Development Trust, including trustee changes, resolutions, and ongoing governance requirements.

Coordinate the Annual General Meeting, including shareholder communication, special resolutions, voting processes, and post meeting documentation.

Compile, maintain, and update beneficial ownership registers for the company and related trusts.

Manage annual statutory submissions, including CIPC annual returns and related compliance filings.

Donations and Corporate Social Responsibility

Review and approve monetary donations within delegated authority and elevate significant donations for executive approval.

Collect, verify, and file supporting documentation from beneficiaries.

Maintain and update donation registers, reports, and website content relating to donation requests.

Financial Support and Oversight

Deliver accurate, relevant financial and analytical support to executive management to inform operational and strategic decisions.

Ensure integrity, consistency and clarity of management‑level financial and operational reporting to executive and Board structures.

Support pricing, cost management, incentives and financial modelling through coordinated, quality‑assured inputs.

Strategic Contribution and Decision‑Making

Contribute actively to strategic planning, executive discussions and decision‑making forums.

Provide insight, analysis and context to support long‑term, risk‑informed strategy.

Translate strategic decisions into coordinated operational, governance and administrative actions.

Act as custodian of organisational intellectual property, governance documentation and strategic materials.

Health and Safety

Participate in safety forums and attend relevant training/programmes

Report all safety incidents to the relevant people

Comply with safety policies and procedures

Wear protective clothing (where applicable) at all times

Employee management and development

Ensure overall compliance with relevant procedures and policies

Ensure that all team members have clearly defined job profiles

Provide integrated strategic, operational and people management oversight of Internal Communications, Assurance&Analysis, and Reception functions.

Regular goal reviews are completed to assess achievement of results

Support, coaching and mentoring are continuously provided to ensure that objectives are met

Appropriate allocation of resources to meet operational demands

Ensure adequate succession planning in order to meet ongoing and anticipated business requirements

Qualifications

Chartered Accountant (CA (SA))

Minimum of 3 years relevant working experience

Proven experience in high‑level stakeholder liaison with external and internal partners

Advanced Excel skills are a prerequisite, for example Forecasting and Prediction, Pivot Tables, VBA and Macros.

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