Gerda de Jager
Senior Office Administrator
JHB
Summary
Versatile and dynamic Office Manager, Practice Administrator, and Project Coordinator with over 15 years’ cross-industry experience in administration, client service, team leadership, training, and freelance consulting. Holds a BA Honours in Information & Knowledge Management and brings a unique ability to manage diverse functions—from medical reception and billing to digital marketing, software QA, and elderly financial and administrative care support. Known as a go-getter, problem solver, and trusted right-hand to leadership. Passionate about making a difference, running projects from concept to completion, and thriving in environments where no two days are the same.
Professional, detail-focused administrative expert with proven track record in executive support roles. Adept at managing complex calendars, coordinating travel, and streamlining office procedures for optimal efficiency. Known for exceptional organizational skills and ability to adapt to dynamic environments, ensuring team success and goal achievement.
Diligent Project Administrator with solid background in providing comprehensive administrative support to executives. Successfully managed multiple schedules and coordinated high-priority projects, ensuring efficiency and seamless operations. Demonstrated expertise in communication and organizational skills, facilitating team collaboration and problem-solving.
Proactive Executive Assistant with demonstrated experience providing high-level administrative support to companies. Demonstrates superior communication and problem-solving abilities.
Detail-oriented administrative professional with superb people-skills and public relations experience. Business-savvy with excellent decision-making skills.
Overview
27
27
years of professional experience
2
2
Languages
1
1
Certificate
Work History
Virtual Executive Assistant
Self
01.2022 - Current
- Streamlined executive communications by managing schedules, resulting in improved time management and enhanced productivity for clients.
- Coordinated complex travel arrangements and itineraries, ensuring seamless transitions and reducing travel-related disruptions.
- Developed and maintained comprehensive filing systems, contributing to increased efficiency in information retrieval and document management.
- Facilitated client onboarding processes by preparing necessary documentation, enhancing client satisfaction and retention rates.
- Implemented project management tools to track tasks and deadlines, leading to improved collaboration and project completion rates.
- Trained and mentored new administrative staff, fostering a collaborative environment and promoting best practices in office management.
- Assisted in the preparation of executive reports and presentations, ensuring accuracy and professionalism in all deliverables.
- Maintained a professional online presence for executives by managing social media accounts and email correspondence.
- Liaised effectively between executives and other departments or external contacts for successful collaboration.
- Collaborated with team members to achieve project goals, facilitating clear communication among stakeholders.
- Reduced expenses through careful budgeting and expense tracking for executive office operations.
- Coordinated events, ensuring seamless execution from planning to day-of logistics while maintaining budgets.
- Managed sensitive information and maintained confidentiality by implementing secure filing systems.
- Demonstrated adaptability in responding to shifting priorities or needs within the executive office setting.
- Handled confidential and sensitive information with discretion and tact.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Facilitated training and onboarding for incoming office staff.
- Coordinated events and worked on ad hoc projects.
- Updated and maintained confidential databases and records.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Volunteered to help with special projects of varying degrees of complexity.
Office Manager and Project Administrator
Self-Employed
01.2020 - Current
- Manage day-to-day operations of a half-day medical practice: reception, appointment scheduling, billing, and collections.
- Run freelance projects including QA editing, proofreading, and document formatting for professionals.
- Execute small business social media campaigns and assist elderly clients with personal admin, relocation, tech support and event planning and coordination.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Facilitated smooth office relocations by meticulously planning and coordinating all aspects of move.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Led daily office operations, optimizing scheduling and resource allocation to enhance efficiency and productivity.
- Managed multiple projects simultaneously, ensuring timely completion and adherence to client specifications and expectations.
- Developed and implemented administrative processes that improved workflow and reduced operational costs significantly.
- Coordinated communication between departments, facilitating collaboration and supporting project milestones and deadlines effectively.
Zone Manager & Computer Training Facilitator
Stimu-Zone Computers
01.2015 - 01.2020
- Supervised 6 staff and led daily operations of a children’s computer training centre.
- Facilitated training in MS Office and educational software for learners (Grades R–7) and toddlers.
- Created marketing material, assessment tools, and maintained student progress reports.
- Developed and implemented comprehensive training programs to enhance staff proficiency in computer systems and software.
- Led cross-functional teams to streamline operational processes, significantly improving workflow efficiency and employee productivity.
- Coordinated and facilitated workshops on emerging technologies, fostering a culture of continuous learning and adaptation among staff.
- Analyzed user feedback to refine training materials, ensuring alignment with organizational goals and improved user engagement.
- Mentored junior facilitators, promoting professional development and enhancing the overall effectiveness of training delivery.
- Crafted instructional content tailored to diverse learning styles, improving knowledge retention and application among participants.
- Developed reports of zone performance and presented data to upper management.
- Evaluated employee performance regularly, providing constructive feedback for continuous improvement.
- Increased profit margin through inventory control, cost control, and increased route productivity.
- Delivered consistent results under tight deadlines by prioritizing tasks efficiently in accordance with business goals.
- Increased employee productivity through regular performance evaluations, coaching, and staff development opportunities.
- Oversaw facility maintenance tasks to preserve equipment longevity, ensuring that assets remained operational at all times for optimal efficiency levels.
- Fostered open communication between staff members by holding regular team meetings and encouraging feedback from all levels of the organization.
- Boosted sales through strategic merchandising initiatives, such as promotional events or product bundling offers.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
- Defined clear targets and objectives and communicated to other team members.
- Assisted in organizing and overseeing assignments to drive operational excellence.
Medical Receptionist & Office Coordinator
DR AGH McCollum
01.2012 - 01.2015
- Front-desk support for GP’s, specialists, and psychologists.
- Handled bookings, billing, Dictaphone typing, petty cash, stock, and supplier liaison.
- Took ownership of short-term projects and created presentation materials.
- Provided compassionate customer service, creating a welcoming atmosphere for patients and their families.
- Coordinated patient scheduling, check-in, check-out and payments for billing.
- Enhanced patient satisfaction by efficiently managing the front desk operations and addressing inquiries in a timely manner.
- Assisted healthcare providers with administrative tasks, enabling them to focus on quality patient care.
- Helped patients complete necessary medical forms and documentation.
- Maintained current and accurate medical records for patients.
- Facilitated effective communication between patients, medical staff, and insurance companies to ensure seamless coordination of care.
- Managed multi-line phone system and pleasantly greeted patients.
- Managed high call volumes, directing calls to appropriate departments while maintaining a polite and professional demeanor.
- Developed strong relationships with patients, fostering loyalty and trust in the practice''s services.
- Reduced no-shows by implementing appointment reminder system through phone calls or text messages.
- Maintained strict confidentiality of patient information, adhering to HIPAA regulations and medical office policies.
- Ensured accurate record-keeping by diligently updating patient information and verifying insurance coverage.
Marketing Assistant
Tarsus Technologies
01.2005 - 01.2006
- Maintained client databases, crafted email marketing campaigns, and designed digital content.
- Supported sales and marketing team with communication, coordination, and lead generation tools.
- Developed and executed marketing campaigns that enhanced brand visibility and engagement across multiple digital platforms.
- Coordinated the creation of promotional materials, ensuring alignment with brand guidelines and messaging consistency.
- Conducted market research to identify trends, informing strategic marketing decisions and optimizing target audience outreach.
- Managed social media accounts, increasing follower engagement through curated content and timely responses to inquiries.
- Assisted in organizing company events, facilitating logistics and communications to ensure successful execution and attendance.
- Input new data, updated old records and cross-checked information to keep marketing database up-to-date.
- Proofread marketing collateral ahead of printing to eliminate errors.
- Updated spreadsheets with statistical, financial and non-financial information.
- Supported content creation for corporate social responsibility initiatives to strengthen brand reputation.
- Assisted in planning and implementation of loyalty programs, fostering stronger customer relationships and repeat business.
Internet Recruitment Specialist
DAV Professional Placement Group
01.2000 - 01.2004
- Sourced candidates through digital platforms, negotiated rates with job portals.
- Developed training guides for internal on boarding and managed recruitment content.
- Created and updated corporate presentations and website material.
- Developed and implemented innovative recruitment strategies to attract top talent, enhancing overall candidate quality and fit.
- Leveraged advanced sourcing techniques using online platforms and databases to identify and engage potential candidates effectively.
- Collaborated with hiring managers to refine job descriptions, ensuring alignment with organizational goals and enhancing recruitment efforts.
- Conducted comprehensive interviews and assessments, providing insightful recommendations to streamline the selection process and improve hiring accuracy.
- Trained and mentored junior recruitment team members, fostering a culture of continuous improvement and professional development within the department.
- Established strong relationships with external partners and stakeholders, enhancing employer branding and increasing the visibility of open positions.
- Leveraged social media platforms and online job boards to advertise open positions and engage with potential candidates.
- Analyzed recruitment metrics regularly to identify trends and areas for improvement in sourcing strategies or processes.
- Placed advertisements, evaluated applicant credentials, conducted initial interviews and pre-screening assessments.
- Analyzed recruitment metrics to identify areas for improvement and adjust strategies accordingly.
- Leveraged social media platforms to boost employer brand visibility, attracting higher caliber of applicants.
- Conducted thorough market research to identify emerging talent pools for specialized roles.
- Pre-screened resumes prior to sending to corporate hiring managers for consideration.
- Improved office efficiency by effectively managing internal communications and correspondence.
- Assisted with writing job postings and job descriptions for boards.
- Advocated for staff members, helping to identify and resolve conflicts.
- Conducted performance reviews and provided feedback to managers on employee performance.
Office Manager
Nick Mundell Private Investigators
01.1999 - 01.2000
- Full reception, payroll, invoicing, and document support for investigative and legal admin.
- Developed and maintained structured case filing systems.
- Streamlined office operations by implementing efficient scheduling systems, enhancing workflow and improving team productivity.
- Managed vendor relationships and procurement processes, ensuring timely delivery of supplies and cost-effective purchasing.
- Developed and maintained comprehensive filing systems, optimizing information retrieval and supporting investigative operations.
- Coordinated training sessions for new staff, fostering skill development and promoting adherence to organizational standards.
- Oversaw financial reporting and budget management, contributing to improved resource allocation and operational efficiency.
- Led initiatives to improve office technology usage, resulting in a more streamlined and effective administrative environment.
- Mentored junior staff members, promoting a culture of learning and knowledge sharing within the office team.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Conducted regular reviews of office procedures, identifying and implementing improvements for operational excellence.
- Streamlined document handling and processing, reducing turnaround time for client inquiries and requests.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Completed bi-weekly payroll for 10 employees.
Education
B.A. (Hons) - Information & Knowledge Management
Rand Afrikaans University
01.1999
Digital Marketing Online Course -
University of Cape Town
11.2025
B.A. - Information Studies
Rand Afrikaans University
01.1998
Skills
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Accomplishments
- Recognized by management for going above and beyond. They created the Zone Manager position for me as the Zone Owner used to run everything.
- Coordinated three special private events for a 90 year old customer in one weekend.
- Supervised team of 6 staff members.
Timeline
Digital Marketing
01-2023
Virtual Executive Assistant
Self
01.2022 - Current
Office Manager and Project Administrator
Self-Employed
01.2020 - Current
Zone Manager & Computer Training Facilitator
Stimu-Zone Computers
01.2015 - 01.2020
Medical Receptionist & Office Coordinator
DR AGH McCollum
01.2012 - 01.2015
Marketing Assistant
Tarsus Technologies
01.2005 - 01.2006
Internet Recruitment Specialist
DAV Professional Placement Group
01.2000 - 01.2004
Office Manager
Nick Mundell Private Investigators
01.1999 - 01.2000
B.A. (Hons) - Information & Knowledge Management
Rand Afrikaans University
Digital Marketing Online Course -
University of Cape Town
B.A. - Information Studies
Rand Afrikaans University
Languages
English
Bilingual or Proficient (C2)
Afrikaans
Bilingual or Proficient (C2)
Certification
Digital Marketing
Software
Microsoft Office
Elixer Live
Pshybase
Internet
Canva
ChatGpt
Work Preference
Work Type
Full TimeLocation Preference
RemoteHybridOn-SiteImportant To Me
Career advancementWork-life balanceFlexible work hoursWork from home optionCompany CultureQuote
If you don’t become the ocean you’ll be seasick every day.
Leonard Cohen
Interests
Computers
Reading
Research
Puzzles
Movies