Management Assistant jobs in South Africa

Start your career as a Management Assistant at Vopak and contribute to social themes such as energy security and energy transition. We offer you a working environment that is safe and pleasant and where equality, diversity, and satisfaction are of paramount importance.

As a Management Assistant, you will build together with all your colleagues in South Africa on our ambition to be the best in Port at leading locations. Vopak South Africa is a growing company and major investments have been made. As a Management Assistant, you will join our motivated team in South Africa at Vopak Terminal Durban to optimize the use of the infrastructure and contribute to a culture of being proud to work for this growing company.

Ready to develop yourself and make a positive impact? Improve the world and start as a Management Assistant at Vopak.

What will you do as a Management Assistant?

To provide an efficient and responsive administrative, organizational, and logistical service to the Vopak Lesedi Terminal Management. The Management Assistant will be responsible for providing full secretarial assistance to the management team to ensure a high level of service is maintained.

To demonstrate the ability to effectively plan and organize, own workload and the initiative to resolve issues quickly in an appropriate manner.

What do we offer you?

• A market-based salary that is commensurate with your knowledge & experience, coupled with attractive bonuses.
• Relevant and competitively placed allowances.
• Various growth & developmental opportunities.
• Disability & Risk Insurance that is fully subsidized by the company.
• Group Medical Aid where Vopak pays 50% of the nominal costs.
• Excellent Retirement Scheme funding through our Group scheme Retirement Fund.
• Wellness Agenda that authentically connects and cares for our people and promotes work/life balance.
• Great working environment & a diverse and inclusive culture.

What do we expect from you as a Management Assistant?

• Grade 12 or equivalent.
• Minimum Secretarial Diploma or Office Management/Technology Diploma.
• 3-5 years secretarial experience to Senior Management level.
• Excellent computer literacy (MS Office, Excel, PowerPoint).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Oracle Cloud System experience is an added advantage.

Required Knowledge & Skills:

• Administration.
• Business / Report Writing.
• Cost Management.
• Document Retention.
• Relationship Management.
• Time Management.
• Excellent organizational skills.
• Telephone etiquette.

Preferred:

• Good business acumen.
• Ability to generate reports.
• Self-starter and an ability to think on one’s feet.
• Interpersonal skills.
• Customer Service oriented.
• Flexible and mature approach with the ability to work unsupervised.
• Well presented, bright, and confident personality.
• Proven ability to work under pressure and to tight deadlines.

Alignment With Vopak Culture Pillars:

• Trust.
• Collaboration.
• Courage.

Your Core Responsibilities Are:
Administration:

• Screen reporting manager’s phone calls and redirect the calls in the case where another person within the Company can be of assistance.
• Diarize all requests and/or actions that are received, either by e-mail or by telephone, and follow them up as far as possible, alternatively keeping the Management Team informed so that action can be taken.
• Assist the Management Team with ad hoc administration duties.
• Assist with the development and management of the office budget.
• Track and monitor office expenses.
• Create and manage purchase orders, ensuring accuracy and completeness.
• Verify invoices for accuracy, ensuring they align with purchase orders, contracts, and agreements before processing for approval.

Diary Management:

• Manage the reporting manager/s electronic diary, making the reporting manager/s aware of all functions, appointments, and meetings they are required to attend.
• Manage the electronic diary for all Boardroom bookings.

Correspondence:

• Wherever possible, compile correspondence and in the case of one party’s absence make sure that mail and e-mails are redirected to the correct person/s, answered on their behalf – if possible, and generally kept up to date.
• Word processing requirements for the Management Team.
• Compile minutes in respect of Management Team Meetings and any other meetings should they arise.

Filing and Record Keeping:

• Create & maintain the Filing System as well as the reporting manager’s personal filing system and ensure that they are maintained at all times.

Travel Arrangements:

• Organize all the necessary travel arrangements and prepare travel itineraries.

Meeting Coordination:

• Organize and coordinate meetings for Management / Staff Team Buildings.
• Coordinate all meeting requirements in an organized and timely manner.
• Coordinate and arrange all refreshments for meetings and/or training.

General:

• Manage the ordering of stationery.
• Coordinate meetings with staff ensuring that all work is up to date.
• Coordinate meetings with contracting companies.
• Monitoring and Management: Track contract performance, monitor compliance, and address any issues or changes that arise.
• Manage all administrative tasks within work scope.

Want to start as Management Assistant at Vopak?
Are you ready to share your vision and contribute to Vopak Terminal Lesedi? Then start as a Management Assistant and apply now!