Executive Assistant
HYPSOS MIDDLE EAST LLC
Total years of experience :14 years, 4 months
• Managed General Manager Calendar requiring interaction with both internal and external executives (e.g. coordinating a variety of business meetings).
• Priorities workload in advance and manages the General Manager’s time ensuring business targets and meetings are scheduled.
• Created and processed letters, emails and other documents independently for General Manager’s Office.
• Ensured busy diary commitments, papers, and travel arrangements are managed effectively including a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Scheduled on behalf of the General Manager’s meetings between him and his direct reports and the committees and groups to which he is a member
• Filtered general information, queries, phone calls and invitations to the General Manager by redirecting of taking forward such contact as appropriate.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the General Manager
• Coordinated travel and accommodation requirements in connection with others and ensure arrangements in place for the General Manager match his requirements
• Managed and maintain the General Manager’s diary and provided a service that is in line with the GM’s work habits and preferences
• Provided historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Provided clerical/administrative support, including the composition and preparation of routine correspondence and presentations.
• Handled complex issues and multi-task projects in a professional and timely manner.
• Coordinates activities by scheduling work assignments, setting priorities and directing the work of subordinate employees
• Performed general office duties such as ordering supplies, maintaining records management systems, performing basic bookkeeping work
• Reviewed operating practices & procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Coordinated to Managing Partner’s external business affairs, including appointment, travel arrangement, hotel bookings and accommodations etc.
• Conducted research on Administrative/Clerical best practices. Maintained professional and technical knowledge by attending meetings with the Managing Partner.
• Reviewed operating practices and procedures in order to determine whether improvements can be made in areas.
• Set up and oversee Administrative Policies and Procedures for offices and/ or organizations.
• Reported to Managing Partner on all business and personal related issues.
• Provide administrative support to ensure that municipal operations are maintained in an effective, up to date and accurate manner.
• Maintained and exhibit an excellent working relationship with all company staff.
• Manages the schedules to enhance effective time management and coordinates activities, prioritizes appointments and reschedules when necessary.
• Duties include general clerical, receptionist and project work.
• Answer telephones and transfer to appropriate staff member.
• Provided clerical/administrative support, including the composition and preparation of routine correspondence and presentations.
• Maintained office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Manages, prioritizes, screens, and monitors the manager’s correspondence, including calls, emails, post, and fax to ensure they are dealt with appropriately.
• Maintain confidential records and files.
• Support staff in assigned project based work.
• Perform other related duties as required.
• Supervised and train other clerical staff
ART MARINE LLC
CRM Assistant / Office Administrator
Al Quoz, Dubai, U.A.E
January 2007 to November 2009
• Responsible for the planning, successful execution and follow up for a diverse range of customer retention campaigns, along with producing their annual budget, monthly forecast, and other business reporting required
• Ensures that the team has the requisite skills and tools to do their jobs effectively and efficiently and to work closely with the
Sales Manager Team.
• Create & maintain up-to-date the database of the company, and communicating actions and improvements to Sales
Manager for accurate reporting.
• Works with the Marketing and PR Manager to ensure that marketing campaigns are turned into effective operational
delivery; including additional briefing & training for team members as required.
• Manages to send the E-newsletter every week
• Produces presentation, reports and statistical analyzes as per the request of the Managing Broker.
• Prepares and coordinate mail, faxes, and express packages.
• Ensures that documentation is correctly filed, maintains an efficient filing system.
• Provides clerical/administrative support, including the composition and preparation of routine correspondence and presentations using computer software applications.
• Prepares and maintains telephone directory and other company information.
• Prepares and maintains Administrative Assistant procedures. Maintains training curriculum and provides training to back-up
personnel.
• Advises Managing Broker of any issues to ensure excellent customer service.
• Greet visitors and determine whether they should be given access to specific individuals.
• Open, sort, and distribute incoming correspondence, including faxes and emails.
• Filed and retrieved corporate documents, records, and reports.
• Performed general office duties such as ordering supplies, maintaining records management systems, and performing basic accounting work.
• Keeps management informed by reviewing and analyzing special reports, summarizing information; identifying trends.
• Provides a full range of administrative, clerical and office support including, but not limited to:
• Maintain and update data in Customer Relationship system.
• Provide administrative and secretarial support.
• Follow up on Correspondence.
• Provide Customer Service and direct Support through respective departments.
• Maintain the customer service relationship quality at the point of inquiry and follow-up
HOUSE MOTORS
P/A and Customer Service Officer
Al Quoz Dubai, UAE
July 2005- Dec. 2005
• Report directly to the Workshop Manager
• In- charge of all the responsibilities in absence of the Workshop Manager
• Maintain Customer Relationship through active correspondence and feed back.
• Responsible for the monitoring of daily transactions.
• Handling and preparing monthly filing and sales report.
• Perform other duties as may be required by the Workshop Manager.
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JIWA PHILIPPINES INCORPORATED
Customer Service Officer Manila,
Philippines
July 2003- Nov. 2004
• Deal with Engineers and Architects regarding in-coming and out-going projects.
• Coordinate with Engineers regarding material orders and other resources needed in the projects.
• Prepare quotations for mechanical requirements.
• Visits job sites to follow up quotations or finalize offer.
• Submit weekly progress reports.
• Attend to client calls/ field work.
• Perform other tasks as may be assigned from time to time.
MECHATRONICS INSTRUMENTS & CONTROLS INC.
Account Executive
Manila Philippines
June 2000- May 2003
• Sales and Promotion of the product.
• Performs field assignments.
• Tasked to perform clerical functions when not on field duty.
• Maintain database of existing and prospected clients.
• Sales monitoring and study of product demands in the market.
• Report directly to the Sales Manager.
• Prepared responses to correspondence containing routine inquiries.
• Read and analyzed incoming memo’s, submissions, and reports in order to determine their significance and plan distribution
• In- charge of documents processing of traveling applicants.
• Coordinate with Government officers to facilitate documents for employment abroad.
• Perform other clerical tasks as may be assigned.
• Data encoding and filing.
Secondary: Stella Maris School 1995
College: Emilio Aguinaldo College Computer Science 1997
Elementary: Vigo Elementary School 1991 3