Administrative Secretary

Position Overview

We are seeking a dynamic and highly organized Administrative Secretary specializing in Technology, ERP, and Media Services to join our remote team. This role is designed to provide comprehensive administrative and secretarial support to our management, sales, technology, and media departments. While primarily focused on administrative tasks, the position also requires strong communication, persuasion, and basic sales support skills to ensure seamless operations and customer engagement.

Key Responsibilities

The successful candidate will play a pivotal role in maintaining efficient workflows and fostering strong customer relationships. Core responsibilities include:

• Administrative & Secretarial Support:
  • Manage incoming communications, including phone calls, emails, and WhatsApp messages, ensuring timely and professional responses.
  • Organize and maintain management calendars, scheduling internal and external meetings with precision.
  • Coordinate ERP demonstrations, media consultations, studio visits, and production meetings, ensuring all parties are aligned.
  • Prepare meeting agendas, schedules, and follow-up notes to facilitate productive discussions.
  • Maintain organized records of customer interactions, quotations, contracts, and communications in the CRM system.
  • Generate basic administrative and follow-up reports to support decision-making processes.
  • Facilitate online meetings via platforms such as Zoom, Microsoft Teams, or Google Meet, ensuring technical readiness and smooth execution.
• Customer Communication & Follow-Up:
  • Serve as the first point of contact for customer inquiries, addressing questions with professionalism and clarity.
  • Proactively follow up with existing and potential customers to nurture relationships and drive engagement.
  • Confirm appointments, meetings, and demonstrations, ensuring all parties are prepared and informed.
  • Track the progress of quotations, proposals, and contracts, following up until decisions are finalized.
  • Identify customer needs and direct them to the appropriate department for specialized support.
  • Build and maintain positive, professional relationships with clients across Saudi Arabia and the GCC.
• Sales Support & Coordination:
  • Support sales activities by introducing the company’s services, including ERP, technology, and media solutions, to potential customers.
  • Qualify initial sales opportunities by assessing customer needs and aligning them with relevant services.
  • Schedule meetings, ERP demonstrations, and media consultations for the sales team to maximize conversion opportunities.
  • Follow up with interested prospects to encourage progression through the sales pipeline.
  • Assist in converting inquiries into qualified opportunities by providing timely and relevant information.
  • Support cross-selling initiatives between technology and media services where applicable.

Services & Support Areas

The Administrative Secretary will provide critical support across the following service areas:

• ERP & Technology Services:
  • ERP Systems (Accounting & Finance, HR & Payroll, Inventory Management, Procurement)
  • Sales & CRM, Project Management, Asset & Maintenance Management
  • Workflow & Approval Systems, Document Management, Business Intelligence
  • Digital Transformation, Business Automation, AI-powered Solutions
• Media & Studio Services:
  • Professional Studio Rental, Podcast & Video Podcast Production
  • Corporate Video Production, Interviews & Talk Shows
  • Social Media Video Production, Photography, Video Editing
  • Reels and Short-Form Content Creation

Qualifications & Competencies

Ideal candidates will possess the following attributes and skills:

• Proven experience in an administrative or secretarial role, preferably within a technology, ERP, or media environment.
• Exceptional organizational skills with the ability to manage multiple tasks and priorities in a fast-paced setting.
• Strong communication skills, both written and verbal, with fluency in English and Arabic (preferred).
• Proficiency in CRM systems, Microsoft Office Suite (Word, Excel, PowerPoint), and virtual meeting platforms.
• Customer-centric mindset with a proactive approach to follow-ups and relationship-building.
• Basic understanding of ERP systems, digital transformation, or media production is a plus.
• Ability to work independently in a remote setting while maintaining high levels of professionalism and accountability.

This role offers a unique opportunity to contribute to a dynamic organization while leveraging your administrative expertise in a specialized and evolving industry. If you are a detail-oriented professional with a passion for seamless operations and customer satisfaction, we encourage you to apply.