Personal Assistant to the Managing Director UAE
Group 4 Securicor
Total years of experience :17 years, 10 Months
Personal Assistant to the Managing Director UAE
June 2012 - till to date
• Preparing MD’s travel such as air ticket bookings, car-hire, hotel bookings and ensure all arrangements are made in a time efficient manner.
• In charge in preparation of visa applications, compiling of documents and submission to embassies. Track visa validity for renewals
• Maintain the diary and appointment arrangements MD’s. Coordinate local and international meetings, conference calls, etc.
• Make arrangements for conference, meetings, etc. which may include hotel meeting room and equipment bookings, group hotel bookings, coordination of hotel transfers, visas, marketing material, payments to hotel and suppliers etc. .
• Filing, maintenance of travel records and receipts, submission and payment of travel claims. Follow up for approval and with finance for reimbursement of all claims.
• Maintain a filing systems and all necessary records.
• Draft / preparation of reports, presentation and minutes of meetings that may be required.
Executive Secretary - Regional Office
May 2011-Present
• Reporting to : Regional Managing Director, Regional Finance Director, Regional Legal Counsel
• Preparing different correspondence that may need from time to time (banks, clients, partners, memos etc.)
• Prepares meetings, agendas, venues and all other required
• In charge of all Regional Directors travels such as ticket booking, hotel booking, visa application etc.
• Handles all incoming & outgoing mails and other documents for Regional Directors signatures.
• Preparing attendance sheets
• Typing and preparing letters for all legal matters
• Attends to the visitors, incoming and outgoing calls
• In charge of all office supplies, food supplies and other office requirements
• Safekeeping all confidential files of Regional Office
Personal Assistant/Executive Secretary to the Regional Finance Director
• Provide secretarial support to RFD by preparing correspondence, reports, handling/screening of incoming calls, setting meetings of RFD with various departments, clients etc.,
• Make follow-up of pending reports to different departments, as requested by the RFD including the status thereof.
• Manage all inward and outward correspondence of the RFD’s Office in order to ensure timely and accurate receipt and dispatch of the same.
• Set-up and maintain RFD’s files and personnel files of staffs reporting to RFD and ensure safe custody and confidentiality.
• Prepares letters to bank
• Prepares minutes of meeting
• Preparing presentation and seminars of accounting matters conducted by the RFD
• Attending to the visitors of RFD
• Apply visas, airlines bookings and other related matters for RFD’s travel
• Responsible for maintaining an efficient filling system of reports
• In-charge with the Finance Department Time Sheet
• Doing Invoicing for Corporate Division
Sheraton Abu Dhabi Hotel & Resort
P O Box 640
Corniche Road
Abu Dhabi
UAE
June 2006 - To date
Finance Admin Assistant
• Preparing expense voucher from various department (DOF, F&B Services, HR etc.)
• Types Memoranda and correspondence
• Responsible for maintaining an efficient filling system of reports.
• Preparing Gift vouchers (Paying/Complimentary)
• Preparing purchase requisition thru ADACO system.
• In charge for the renewal of all contract such as Maintenance, F&B, Resort etc.
• Renewal of all licenses, insurance
• Follow up insurance claims
• Preparing contracts for all the shops/suppliers
• In charge of preparing all the project of the hotel. Doing the comparison from various suppliers. Preparing the letter to be send to our owning company for approval.
• Preparing the project release and letter to be send to our Starwood area.
Carworld, Inc. (Mitsubishi Dealer)
Laus Group of Companies
City of Sam Fernando, Pampanga
Philippines
June 29, 2004 to April 25, 2006
Executive Secretary
• Types different correspondence
• Reproduces and proofreads reports, circulars, memoranda correspondences and the likes.
• Responsible for maintaining an efficient filling system of reports.
• Responsible for safekeeping of confidential document.
• Posts information in record books, acknowledges receipt/control release of circular, reports, memoranda, correspondences, and other documents.
• Assists the division’s staff on their task.
• Answering phone calls and ensure accurate information when taking message.
• Receiving and sending e-mail messages.
• Prepare a filing of Vat returns of Carworld and Affiliates
• Prepare cheques for VAT & ITR of Carworld, Inc.
• Preparation of JV & DM for office supplies used by Carworld and Affiliates