Elenita Bucad, Secretary to the Exec. Vice Chairman & Managing Director

Elenita Bucad

Secretary to the Exec. Vice Chairman & Managing Director

Utico FZC

Location
United Arab Emirates - Dubai
Education
Diploma, Junior Secretarial Course
Experience
17 years, 1 month

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Work Experience

Total years of experience :17 years, 1 month

Secretary to the Exec. Vice Chairman & Managing Director at Utico FZC
  • United Arab Emirates - Dubai
  • September 2012 to April 2013

- Directly reporting to the Managing Director.
- Provide secretarial and administrative support to the MD.
- Managing MD’s calendar and reminding him accordingly.
- Taking minutes of meeting.
- Handles flight booking, visa processing and frequent flyers account.
- Track MD’s credit card.
- Liaise with Managers in RAK and make sure that reports have been submitted on time.
- Manning the stall during exhibition.
- Going to DEWA for drawing submittals and any other places for document collection.
- Typing correspondences and ensures all incoming email is followed up accordingly.
- Manage, maintain highly confidential information and create a file.
- Updates presentation, documents and any other spreadsheets.

Office Administrator promoted to PA to the Managing Director at ConsultantHSS
  • United Arab Emirates - Dubai
  • October 2005 to September 2011

- As Office Administrator, I was reporting to the Managing Director, responsibilities include the supervision of daily function of the staff to ensure productivity.
- Screening CV’s and support training for fresh employees.
- Maintenance of staff records, leaves and absences.
- Manage the distribution of salaries.
- Responsible for yearly office lease and MD’s villa contracts.
- Ensure the office management run smoothly at all times.
- Managing, planning and organizing the various activities.
- As a Personal Assistant, I was reporting to Managing Director, responsible to provide administrative and secretarial job to the Managing Director, handle tasks related to MD’s personal file/ cash disbursement.
- Handle MD’s family flight/ hotel booking and frequent flyers account.
- Type and distributes minutes of meetings, arrange meeting organizer/ confirmed appointments.
- Track MD’s various ID cards/ legal documents renewals.
- Arrange travel & hotel bookings and prepare expense reports.
- Provide high quality of communication support such as letters, calls, memos, faxes, and emails.
- Responsible for all the freight forwarding to/from different countries.
- Assisting sometimes other Engineers for drawing submittal and preparation of tenders.
- Meeting with the supplier’s representative to negotiate and maintain/develop continuous business relationship.

Office Administrator at Captain Management Services International
  • United Arab Emirates - Dubai
  • November 2004 to September 2005

- As an Office Administrator, I was reporting to Managing Director, responsible to manage all administrative tasks for the office, ensuring productivity, handle correspondence, via email, fax, and mail post in a timely manner.
- Keep all files in an orderly manner, and prepare filing system directions for other users.
- Generate reports with the incoming VIP chartered flights arrival and make sure that everything (catering, plane checking, transportation and hotel accommodation) has been properly arranged.
- Accommodate VIP PAX at Dubai/AUH airport sometimes, arrange schedule for meetings and appointments.
- Handle appointment process (advertising, short-listing and arranging for applicant’s interviews).
- Assist in creating job vacancy posting, and scheduling interviews.
- Prepare an offer letter for every newly hired employee, manage payroll and maintain records relating to staff.
- Collect and keep employees’ documents and sending them to other country for visa changing.

Administrative Clerk at Director General for Planning and Training
  • Saudi Arabia - Riyadh
  • May 1993 to October 2002

- I worked as an Administrative Clerk, and I was reporting to General Manager, responsible to assist in the administration programs and sessions, perform other related duties as required, to maintain smooth operations.
- Receive calls from different countries and take messages, and delivers to the concern person.
- Develop and maintain an efficient filing system and keep them up-to-date.
- Set up and maintain confidential files, assist with sorting, and photocopying.
- Coordinate with other departments and staff to follow through tasks and ensure efficient and effective flow of actions in response to executive office requirements.
- Handle hotel accommodation for the incoming guest and accommodating them from the airport.
- Generate monthly petty cash report, scheduling of appointments and reminds the manager for the agreed time.
- Ensure the Administrative offices and Reception area is kept clean, and organized.

Education

Diploma, Junior Secretarial Course
  • at Columban College
  • October 1989

After the course completion, I had my internship training at Subic Bay Naval Base.

Specialties & Skills

Administration
Customer Service
Personnel Supervision
PowerPoint
Advanced Excel
Advanced Internet Explorer
MS Office Word

Languages

English
Expert
Arabic
Beginner

Memberships

Platinum PA Club
  • Member of Personal Assistant organization in Dubai
  • December 2011

Training and Certifications

Ceertificate of Human Resources Management (Certificate)
Date Attended:
August 2008
Valid Until:
October 2008
Certificate of C Programming (Certificate)
Date Attended:
February 2004
Valid Until:
April 2004
Certificate of Visual Basic Programming (Certificate)
Date Attended:
March 2004
Valid Until:
May 2004
Certificate of Powerpack Pro-Webpage Design (Certificate)
Date Attended:
March 2004
Valid Until:
May 2004
Certificate of Peach Tree Accounting (Certificate)
Date Attended:
January 2005
Valid Until:
March 2005
Certificate of Arabic Lessons (Certificate)
Date Attended:
January 2005
Valid Until:
March 2005