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 decisionmaking.

Required Skills:

Executive Team Optimization

• Complete various administrative tasks to optimize the MDs 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 managementlevel 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 organizations operation.

Company Secretarial Responsibilities

• Administer share transactions.
• Maintain accurate shareholder records and facilitate dividend declarations and payments.
• Assist with FICArelated applications and compliance requirements.
• Administer trustrelated 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