Executive Secretary

2 days ago

Montreal, Quebec, Canada Allesco Inc. Full time

Job Summary
We are seeking a highly skilled and independent administrative professional to provide exceptional support to our Sales Executive and manage essential office functions with precision and discretion.

Key Responsibilities:

  • Manage and organize the Sales Executive's schedule, including meetings, appointments, and international travel arrangements.
  • Serve as the primary point of contact between the Sales Executive and internal/external parties, particularly with suppliers in China and global customers.
  • Communicate with manufacturers and suppliers in China regarding production schedules, timelines, and updates.
  • Coordinate with clients, respond to inquiries, and prepare detailed price quotes.
  • Draft, edit, and manage communications (emails, presentations, reports) in English and French.
  • Remind the Sales Executive of important follow-ups and ensure timely completion of action items.
  • Assist with organizing meetings, preparing agendas, taking minutes, and following up on deliverables.
  • Oversee office administrative tasks including filing, document management, and office supply inventory.
  • Handle incoming calls, emails, and inquiries in a professional and timely manner.
  • Support other office functions as needed to ensure efficient day-to-day operations.
  • Conduct market research to identify new business opportunities.
  • Develop and maintain strong relationships with existing and potential clients.
  • Present products or services to clients and address any inquiries or concerns.
  • Collaborate with the marketing team to develop sales strategies.
  • Meet and exceed sales targets regularly.
  • Prepare sales reports and updates for management.

Requirements:

  • Experience: Minimum of 5 years in a similar administrative or secretarial role.
  • Independent worker with a high degree of self-motivation and the ability to work autonomously.
  • Expert knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and working knowledge of Adobe PDF.
  • Excellent verbal and written communication skills in English.
  • Working knowledge of French is required; additional language skills are a plus.
  • Proven experience in communicating with international suppliers (especially in China) and preparing client quotes.
  • Strong organizational and multitasking abilities with a proactive, problem-solving approach.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong interpersonal skills and the ability to prioritize tasks effectively in a fast-paced environment.
  • Written and verbal communication skills.
  • Must be reliable, punctual, and able to meet deadlines.

Work Environment:

  • Full-time, Part-time
  • From $20.00 per hour
  • Dental care
  • Extended health care
  • Paid time off
  • Monday to Friday
  • Secondary School (preferred)
  • Administrative experience: 5 years (preferred)
  • In person
  • 2024-10-08

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