Executive Secretary

Description

Job Summary: Administrative and operational support for management and the team, ensuring order, follow-up, and control of commercial, administrative, and customer service activities. Key Highlights: 1. Multifunctional role supporting management, sales, and customers. 2. Opportunity to work in industrial automation/electrical components. 3. Focus on organization, follow-up, and quality service. **Company:** Industrial automation sector / Buying and selling of electrical and electronic components. **Working Hours:** Monday to Friday, 9:00 AM to 6:00 PM, continuous shift. **Availability:** One Saturday per month for general office cleaning. **REQUIRED PROFILE** * Age: 28 to 45 years old * Education: Technical degree, incomplete undergraduate studies, or bachelor’s degree in Administration, Executive Secretarial Studies, or related field * Experience: Minimum 2 years in a similar position; preference for candidates with experience in industrial, electrical, or automation companies. **JOB OBJECTIVE** To provide administrative and operational support to management and the office team, ensuring order, follow-up, and control of commercial, administrative, and customer service activities. **MAIN RESPONSIBILITIES** **1\. Administrative and Management Support** * Maintain and update the manager’s and office calendars. * Take meeting notes and prepare minutes. * Follow up on pending items, reminders, and commitments for the manager. * Receive, draft, and file official letters, emails, and documents. **2\. Commercial Activities and Customer Service** * Prepare quotations for electrical and electronic components. * Follow up on quotations with customers via phone, email, or WhatsApp. * Provide project status updates to customers as required. * Assist in purchasing components from domestic suppliers. **3\. Billing and Collections** * Prepare invoices and delivery notes. * Track customer payments and invoice collections. * Manage supplier payments and schedule them on the calendar. **4\. Digital Tools and Control** * Excel proficiency: tables, databases, reports, price lists. * Create executive presentations in PowerPoint or CANVAS. * Manage digital and physical client and project files. **5\. General Office Duties** * Maintain daily order and cleanliness of the workspace. * Coordinate and participate in general office cleaning one Saturday per month. * Receive packages and manage office supplies. **COMPETENCIES AND SKILLS** * Strong verbal communication and excellent interpersonal skills with customers and suppliers. * High organizational and follow-up capability. * Discretion and confidential handling of information. * Fast note-taking and strong spelling. * Proactive, responsible, and service-oriented attitude. * Flexibility in working hours and commitment. **ESSENTIAL KNOWLEDGE** * Microsoft Office Suite: Intermediate Excel, Word, PowerPoint * Basic knowledge of SAT 4.0 electronic invoicing * Desired: Familiarity with electrical/electronic components or industrial operations. **WE OFFER** * Salary: $After interview. * Statutory benefits. * Job stability. * Positive work environment. Benefits: * Maternity leave exceeding statutory requirements * Free parking * Medical expense insurance Work Location: On-site employment