Company Secretary & Chief Liaison Officer, Swellendam

The Chief Liaison Officer (CLO) and Company Secretary is responsible for the effective coordination, facilitation, and governance of executive, board, shareholder, and operational administrative processes across the organization. The role serves as the primary liaison between management, the Board of Directors, shareholders, and key internal and external stakeholders. The CLO ensures that meetings, reporting, statutory compliance, governance requirements, and executive support activities are delivered accurately, timeously, and in line with regulatory and corporate governance standards, while supporting operational efficiency and informed decision‑making.

• BCom Accounting
• Minimum of 5 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

Knowledge, Skills and Attributes

• Candidates should demonstrate a well-rounded skill set encompassing analytical abilities, logical and critical thinking, effective communication, interpersonal skills, and the ability to engage with stakeholders at a high level.
• Practical and strong oral and written communications skills with the instinctive ability to exercise sound judgement.
• The ability to work independently
• Strong corporate governance, statutory compliance with high attention to detail
• Excellent executive, board, and stakeholder liaison skills with professional written and verbal communication
• Highly organized with strong judgement, able to manage complex priorities for the Managing Director and Board
• Advanced analytical, reporting, and operational coordination skills to support informed decision-making
• High integrity, discretion, and trustworthiness with the ability to operate confidently in an executive environment

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 operation

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 
• 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 escalate 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