Senior Office Administrator

Medi Response; Johannesburg; On-site; ZAR 300,000 - 520,000; Full time

Job summary

Medi Response seeks an organised Executive Assistant to support the Head of Core Services and coordinate the Events Department. You will manage calendars, meetings, travel, and documentation while ensuring confidentiality and efficient cross‑department communication.

The role requires a proactive, detail‑oriented professional with at least three years of relevant experience in EA/PA or events administration, and strong English communication skills.

Qualifications

• Grade 12 or equivalent.
• Qualification in Business Admin/Office Management or related field advantageous.
• Minimum three years’ experience in EA/PA, office administration or events coordination.
• Excellent English communication and strong organisational skills.

Responsibilities

• Provide executive and administrative support to the Head of Core Services.
• Manage diaries, meetings, travel, reminders, and departmental commitments.
• Prepare agendas, take minutes, record action items, and follow up.
• Draft professional correspondence, reports, and presentations.
• Coordinate with employees, managers, clients, suppliers, and stakeholders.
• Maintain task trackers and provide progress updates.
• Attend meetings and coordinate on behalf of the Head of Core Services as needed.
• Maintain confidentiality of sensitive information.
• Oversee events administration including inquiries, bookings, and invoicing.
• Assist with quotations, invoicing, and financial records.
• Ensure alignment of operations with approvals and budgets.
• Support with post-event administration and reporting.

Skills

Executive support

Diary management

Travel arrangements

Client liaison

MS Office

Education

Grade 12 or equivalent

Business Admin/Office Management

Events Management qualification

Finance-related qualification

Tools

Xero

Microsoft Office

Excel

Outlook

PowerPoint

Job description

Executive Assistant to the Head of Core Services and Events Administration Coordinator

Department: Core Services / Events

Reporting to: Head of Core Services

Employment type: Full-time

Position Overview

Medi Response is seeking a highly organised, proactive, and dependable individual to provide executive, administrative, and operational support to the Head of Core Services while coordinating the administrative functions of the Events Department.

This is a trusted and fast-paced position suited to someone who takes ownership, anticipates requirements, follows through on instructions, and can confidently coordinate with employees, management, clients, and service providers.

The successful candidate will serve as the administrative right hand to the Head of Core Services and, when authorised, assist as a coordination point and operational second-in-command within clearly delegated authority.

Key Responsibilities

Executive and 2IC Support

• Provide comprehensive executive and administrative support to the Head of Core Services.


• Manage diaries, meetings, appointments, reminders, travel arrangements, and departmental commitments.


• Prepare agendas, take minutes, record action items, and follow up to ensure completion.


• Draft professional correspondence, reports, memoranda, presentations, and other documents.


• Monitor priorities, deadlines, approvals, and outstanding departmental matters.


• Liaise with employees, managers, clients, suppliers, and stakeholders on behalf of the Head of Core Services.


• Maintain accurate task trackers and provide regular progress updates.


• Attend meetings and coordinate matters on behalf of the Head of Core Services when authorised.


• Assist with maintaining continuity during the temporary absence or unavailability of the Head of Core Services.


• Escalate operational, financial, client, or compliance concerns appropriately.


• Maintain strict confidentiality regarding executive, employee, client, financial, and operational information.

Events Department Administration

• Receive, record, and respond to event enquiries.


• Gather complete client and event information, including dates, venues, attendance, risks, service requirements, and logistical arrangements.


• Maintain registers of enquiries, quotations, confirmed events, cancellations, completed events, and outstanding requirements.


• Create and maintain complete electronic event files.


• Coordinate administrative communication between clients, Events, Operations, Finance, Compliance, Procurement, and other relevant departments.


• Maintain the Events calendar and ensure that confirmed bookings and changes are accurately recorded.


• Assist with event booking confirmations, operational handovers, briefing documents, staffing requests, vehicles, equipment, travel, accommodation, and related arrangements.


• Follow up on outstanding client information, approvals, purchase orders, payments, and documentation.


• Assist with post-event administration, supporting documents, reports, and event close-out.

Quotations and Invoicing

• Prepare accurate and professional quotations using approved rates, terms, and pricing structures.


• Ensure that all applicable personnel, vehicle, equipment, consumable, travel, accommodation, kilometre, overtime, and VAT charges are included.


• Obtain the necessary internal approvals before issuing quotations.


• Prepare revised quotations when client requirements change.


• Follow up with clients regarding quotation acceptance.


• Obtain signed quotations, purchase orders, proof of payment, or other required confirmations.


• Assist with preparing, checking, and processing invoices.


• Ensure that invoices correspond with the approved quotation and services delivered.


• Liaise with Finance regarding invoice queries, corrections, payments, and outstanding accounts.


• Follow up professionally on deposits, upfront payments, and overdue balances.


• Maintain accurate quotation, invoicing, payment, and revenue trackers.


• Ensure that discounts, refunds, credit notes, or alternative payment arrangements are not offered without approval.


• Communicate professionally and timeously with existing and prospective clients.


• Serve as an administrative contact for event enquiries, quotations, bookings, documentation, and invoicing queries.


• Keep clients informed of outstanding requirements, deadlines, payment obligations, and administrative arrangements.


• Coordinate client meetings, site discussions, and follow-ups.


• Record material client instructions and confirm important changes in writing.


• Receive and record client concerns or complaints and elevate them appropriately.


• Identify opportunities for repeat business or additional services and refer these to management.


• Maintain positive client relationships while protecting Medi Response’s interests and reputation.

General Office Administration

• Manage emails, telephone calls, filing, scanning, document preparation, and recordkeeping.


• Capture and update information on approved company systems, portals, spreadsheets, and registers.


• Prepare reports, schedules, statistics, and management information.


• Maintain organised electronic and physical filing systems.


• Assist with meeting arrangements, stationery, supplies, couriers, procurement requests, and other office requirements.


• Support the Head of Core Services and Events Department with projects and other reasonable administrative duties.

• Grade 12 or an equivalent qualification.


• A relevant qualification in Business Administration, Office Management, Events Management, Finance, or a related field will be advantageous.


• A minimum of three years’ relevant experience in an executive assistant, personal assistant, office administration, events administration, or coordination role.


• Demonstrated experience preparing quotations and assisting with invoicing.


• Previous client liaison and customer service experience.


• Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.


• Experience using Xero or a similar accounting system will be advantageous.


• Excellent written and verbal English communication skills.


• Strong numerical ability and attention to financial detail.


• A valid driver’s licence and reliable transport will be advantageous.


• Willingness to provide reasonable support outside ordinary office hours when operationally required.

Key Attributes

• Highly organised, proactive, and dependable.


• Professional, discreet, and trustworthy.


• Confident in following up and holding responsible parties accountable for deadlines.


• Able to anticipate requirements and take initiative.


• Accurate and detail-orientated.


• Comfortable working in a fast-paced operational environment.


• Able to manage multiple priorities and competing deadlines.


• Calm and solutions-focused under pressure.


• Capable of working independently while recognising the limits of delegated authority.


• Professional and confident when dealing with senior management and clients.


• Committed to confidentiality, accountability, and completing tasks properly.