Executive Personal Assistant/Administration Executive Secretary
Asia Tours & Travel
Total years of experience :20 years, 4 Months
• Executive various administrative task, including travel arrangements (Domestic & International) scheduling,
submission of expense reports, and other correspondence for Corporate Development Team and senior leadership.
• Ensure follow-through of all discussed in the meetings, with updates being incorporated into reports.
• Developed, planned and implemented legally adherent and cost-effect procedures for office operations.
• Coordinated daily customer service operations such as front desk processes, orders and payments.
• Acted as the frontline in dealing with public relation, boosting the organization`s credibility.
• Management of daily and monthly calendars, with regular edits and updates;
• Is the gate keeper and first point of contact for the CEO, providing smooth customer service and oversight between
the executive’s office and requests internal and external organization;
• Senior management contact for researching, planning and coordination of travel details, location, hotels for executive
events, meetings, and dinners;
• Maintains travel, entertainment & business expense record keeping of receipts and expenditures, processes monthly
expense reconciling to the Finance department and expense reimbursement requests submissions;
• Acknowledges, drafts and composes, often sensitive and detailed, letters and memo correspondence;
• Manage and maintains CEO’s updated contacts lists and coordination of CEO’s complex travel plans;
• Assist with the maintenance of the CEO’s online and Social Media presence;
• Updating and maintaining office database for Clients, Suppliers, and all office maintenance works;
• Maintaining records of Operation Department’s access to Airlines / Hotel Booking Online System;
• Knowledgeable of Amadeus GDS System.
Assigned in Administration/Human Resource Department
Screens/Assist telephone call inquiries for the Director.
Attending to the office requirements of our Director during his presence.
Prepares, updating, filing minutes of internal meetings.
Maintaining the file of correspondences of the Director.
Classifies all office correspondence and ensure that they are being distributed to concerned personnel.
• Assigned in Maintenance Department
Assist/Screens calls for the Maintenance Manager.
Prepares Request for Quotation.
Receive/Recording all incoming correspondences/Fax/Approved IOC to be forwarded to the Maintenance Manager for information and necessary action.
Follow up quotation from the suppliers.
• Assigned in Engineering Department
Receive all incoming correspondences/drawings/Purchase Order/Approved IOC forwarded to the Engineering Manager for information and necessary action.
Recording of Incoming/Outgoing Letter for monitoring purposes.
Facilitate Material Booking/Releases and ensure that there is no pending from our department and not to delay the project.
Prepares document transmittal to Consultants and concern departments.
Assist the draftsmen in following up the bookings from Stores/Purchase department.
• Assigned in Tijara Town Site Project
Encoding/ Assist clerical work for MEP, Electrical and Construction Manager’s correspondences.
Regular documentation/ tracking/ filing of flow of submittals for MEP/Civil/Electrical) and shop drawings.
Letter log updating on a daily basis and the same is required for weekly and monthly report submission.
Preparing of Document Transmittals/Payment Certificates.
Archive Clerk - updating the files, arranging as to standard principles of filing; Updating hard and soft copy of all the logs such as IOC, incoming and outgoing letters, Subcontractors correspondences, Contracts, Drawing Logs, Material Logs, all minutes of meetings.
Assist telephone call inquiries.
Arranging of Directors’ Travel local & international meeting appointments such as Airline bookings, Hotel bookings & Airport pick up.
Sorting / Filling / Updating/ Typing / Encoding.
Receive mails, packages, and counter receipts of supplier.
In-charge of controlling the use of supplies, sales & production materials.
In-charge of purchasing administration, sales & production requirements.
Performs other duties that may be assigned from time to time.
Other reports requested by the immediate supervisor.
Prepares invoice of purchase orders for the day; AR/OCDR issued from provincial warehouses.
Prepares delivery receipts such as free items, Pull- out stocks, borrowed materials, goods returned to the plant for safekeeping.
Booking of orders thru phone calls, assisting technical calls.
Assist telephone calls.
Sorting / Filling / Updating/ Typing / Encoding.
Receive mails, packages, and counter receipts of supplier.
Check all invoices and serve to Credit and Collection
In-charge of controlling the use of supplies.
Performs other duties that may be assigned from time to time.
Other reports requested by the immediate supervisor.