Catherine Santos

Temporary contract
Reported to Partner, in-charge of UAE branch; provided executive personal assistance; handled diary management; arranged meetings and consultations; conducted client care and client onboarding; prepared various office correspondence, documentations and bundles to be reviewed by counsels and courts in England; take notes/minutes of meeting when required; coordinated monthly billing process; update Quill system and HubSpot application; handle internal and external queries via phone or email; manage office and general requirements.

HR and Administration Department as Administrator (from 2018 to present)
Handled Employee Relations; involved in activities such as recruitment, on boarding, off boarding, events coordination, benefits and compensation; prepared Department/Company communications, staff letters, updating policy manual; in charge of department filing including personal files, contracts, departmental forms and other documents including audit requirements.

Executive Office as Senior Secretary (from 2015 to 2018)
Provided administrative assistance to C-level executives and Company Directors, and when required the MD, Board and Chairman; ensured smooth office workflow; managed executive diaries and travel itineraries, petty cash and expense claims; prepared correspondence and reports, collated documents, maintained efficient filing system; attended meetings and prepared minutes; filtered all visitors and telephone calls.

Lead Secretary assigned to Client ADMA-OPCO, Umm Lulu Project - Package 2
Reporting to Senior Project Manager / Project Head; managed effective diary management and travel arrangements of project managers; coordinated external and internal meetings; handled effective filing system both electronic and hardcopies; arranged all office requirements of on boarding employees. As lead secretary of the project, coordinated with consultant and consortium offices and overseeing support team including drivers, office assistants and secretaries including schedules and timesheets.

Assigned to client ALDAR Business Unit Manager / Project Head overseeing Injazat Data Center FM Project; handled diary management and prepared various correspondence and reports; administration of FM team(Admin, Technical and Cleaning) Admin activities such as timesheets, timecards, overtimes, new joiners’ orientation, scheduling leave applications, prepared checklist, site forms, monitoring of access cards; Finance related activities such as petty cash, tracking payments and expenses, cheques distribution; FM activities such as coordinate with suppliers, managed Auditorium calendar, monitoring site equipment schedule.

Temporary post (reliever of PA on annual leave) directly reporting to the Senior Area Executive, HE Mohamed A.L. Kanoo
Ensured business and artistic daily workflow run as smooth as possible; managed complex diary; coordinate extensive travel arrangements; handled petty cash, expense and insurance claims and various payments; maintained contacts database and record keeping system, correspondence, email responses and reports.

Directly reporting to the Senior Vice President - Real Estate
Ensured SVP’s smooth office workflow; handled diary management & travel arrangements, petty cash and expense claims; prepared presentations for Executives and Board of Directors meetings; filtered all visitors and telephone calls; resolved customer complaints whenever required otherwise delegate to correct personnel; maintained contacts database and filing system; assisted Finance and Sales Managers, and sections such as Maintenance, Freehold & Leasehold and other Real Estate branches located in Dubai, Sharjah and Al Ain.

Directly reporting to the CEO and assisted company Board of Directors, Marketing Manager and Finance Manager; handled diary management; coordinated travel, hotel and visa arrangements; set up executive meetings including Board meetings and accurately take minutes of meeting; processed multiple phone calls simultaneously covering three different telephone numbers dedicated to Global Events, the Summit and GBE telephone lines; maintained effective record keeping system; handled courier services; gathered data and compiling various reports and conducted projects and assignments as required; assisted in recruitment, sales blitz and events management; ensured smooth daily office operations.

Front Desk Agent / Business Center Secretary
Provided 5-star guest services and efficiently handled all guest queries and requests; welcome and proficiently check-in and check-out guests as per the hotel standards; promptly and pleasantly handle telephone calls and guest messages; accurately processed and balance postings for each shift; handled cash float; ensured maximum sales for in house facilities and promoted loyalty scheme; handled room reservations.

Business Center Secretary
Assisted guests for all secretarial requirements, courier services and flight bookings/reconfirmations; prepared welcome letters correspondence; ensured Business Center office is well equipped and all apparatus are effectively functioning; monitored requirements and provide assistance for special events, meetings and functions at the Business Center.

Ensured a prompt, courteous and efficient handling of telephone calls from guests, internal and external calls using the switchboard facility; provided dependable level of service on wake-up calls, message handling and paging system; performed admin duties such as filing, preparing vouchers, CID reports; monitored fire alarms and responded to alarm signals received; acted as reliever for Business Center Secretary whenever required.