Chief Liaison Officer and Company Secretary

Reporting directly to the Managing Director, 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.

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. Ensure open communication channels between the executive team members are maintained, and provide support as required.
• 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.
• Establish a professional environment that resembles the highest standards of hospitality and professional etiquette for stakeholders.
• 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 for the SOILL 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 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.

Functional Oversight and Line Management

• Provide strategic, operational, and people management oversight of the Internal Communications, Assurance and Analysis, and Reception functions.
• Set objectives, monitor performance, and ensure alignment of these functions with organizational priorities, requirements, and executive expectations.
• Review workflows, outputs, and reporting to ensure accuracy, consistency, and professional standards.
• Support capacity planning, skills development, and performance management within the respective teams.
• Ensure effective cross-functional coordination between these functions and executive management, operations, and external stakeholders.

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
• 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

Qualification and Experience

• Chartered Accountant (CA(SA)) qualification is essential and must be in good standing with SAICA.
• A postgraduate degree would be advantageous
• 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.

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

Availability outside standard working hours may be required of this role, as the role operates within an executive environment.

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