PA & Business Support Specialist to Business Unit Head Medical Company Gauteng NEW

About the Job:

To provide comprehensive administrative and operational support to the Business Unit by managing financial processes, documentation, and reporting while coordinating internal and external events. This role ensures smooth day-to-day operations, effective budget monitoring, and well-organized business unit activities – supporting overall efficiency and collaboration

Requirements:

Strong administrative and organisational skills

Financial acumen and attention to detail

Excellent written and verbal communication

Ability to multitask and prioritise in a dynamic environment

Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

Experience in event coordination and supplier liaison

Solution-oriented and proactive approach

Duties & Responsibilities:

1. Administrative & Financial Support

Prepare and process payment requests, purchase orders, and supplier documentation in line with company policies

Track, verify, and reconcile budget expenditures to ensure alignment with approved allocations

Maintain accurate and up-to-date financial and operational records

Liaise with the finance department to ensure accurate and timely processing of all financial documentation

Run Sales Reports twice per month for Division, CS by Hospital and Product Group vs target and distribute Scoreboard and Commission Tracker via email

2. Event Coordination

Plan and coordinate business unit events (meetings, workshops, training sessions, product launches, internal functions and Crossroads Courses)

Develop event timelines, manage logistics, and coordinate setup requirements

Communicate clear booking instructions to the travel coordinator

Manage event budgets and quotes

Ensure all post-event documentation and cost reconciliations are completed

3. Operational Support

Serve as a central point of contact for the Business Unit’s administrative requirements

Coordinate communication between internal teams, suppliers, and external stakeholders

Maintain document control and filing systems (digital and physical)

Assist with scheduling meetings, preparing agendas, and recording minutes where needed

Support on boarding or project-based administration for new initiatives

Support all travel requests within policy

Support and initiate stock requests through online system

Collect and distribute monthly expenses and update divisional expense tracking.

4. Communication & Collaboration

Liaise with internal departments (Finance, Travel, HR, etc.) to ensure alignment and smooth execution of activities

Provide proactive updates to management on deadlines, budget statuses, and upcoming activities

Maintain professional relationships with service providers and ensure quality standards are met

5. Marketing Administrative Support

Assist the Neuro Product Manager with marketing and product related administrative processes

Manage internal paperwork approval of workflows, ensuring compliance with company policies and timelines

Coordinate with suppliers regarding documentation, quotations, and pricing confirmations

Maintain accurate records of marketing-related documentation, approvals, and supplier correspondence

Provide administrative support for product launches, marketing initiatives and activities

Should you meet the above requirements, we urge you to apply by forwarding your CV along with any supporting documents to tracy@glass-house.co.za