Swellendam: Company Secretary & Chief Liaison Officer posted by Limpopo Personnel

About the Role

Limpopo Personnel is seeking an experienced and highly skilled Company Secretary & Chief Liaison Officer to join our team in Swellendam. The ideal candidate will possess a strong background in corporate governance, stakeholder liaison, and administrative support. This role requires exceptional organizational skills, attention to detail, and the ability to work independently with minimal supervision.

Key Responsibilities

• 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.