Executive Assistant
Macroasia Sats Inflight Services
Total des années d'expérience :12 years, 8 Mois
Reporting directly to the adviser of the President. Provides executive, administrative, and development support to the President and Board of Directors.
Assists the adviser to the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
Drafts reports, executive letters, proposals; prepares and coordinates oral and written communication.
Serves as the President’s administrative liaison to the Board of Directors and manages Board activities, which include Board meetings and dinners, arranging hotel accommodations for out-of-town Board members, processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials.
Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the President’s agenda.
Performs other duties as assigned.
Preparing, segregating, and scanning of Finance documents, withdrawal certificates, import and export documents and delivery receipts.
Updating of withdrawal certificates and delivery receipts monitoring report. Filing properly of scanned documents and to be sent all delivery reports to Finance Team.
Monitoring and checking incoming emails, finance issues and concerns regarding tax withdrawal & deposit, product deliveries, ORB, DPDR, amending WC’s and BIR issues and concerns.
Responsible for creating withdrawal certificates (WC), monthly inventory reports, Daily Product Delivery reports (DPDR), Official Register Book (ORB).
Manage and maintain all controlled company finance documents i.e. mayors permit, SPEX billing, Shell invoices and receipts. Update and control forms of the company, their classification and identification.
Handling incoming and outgoing communications. Provide admin support and tactful dealing during external audits. Ensure proper organization and security of files in the storage area.
Prepares routine correspondence and routes completed correspondence signatures. Receives and consolidates information or reports from subordinate organization areas.
Mapping out training plans, designing and developing training programs (outsourced or in-house) for corporate, HR training and more. Choosing appropriate training methods per case like simulations, mentoring, on the job training, professional development classes.
Responsible for the arrangement and requirements for the upcoming and scheduled trainings, workshops or courses. Register, cancel registration of courses/trainings and maintain updated curriculum database and training records.
Monitor and assist in the preparation weekly & monthly reports, meeting schedules, presentations and weekly task. Secures and presents information as requested from files and library.
Responsible for creating travel orders, expense claims, cash advance, monthly invoices, purchase requisitions, purchase orders, service entry sheet and other related legal documentary works through SAP system.
Creates and maintains a comprehensive and organize filing system, records and information, including confidential matters.
Prepares routine correspondence and routes completed correspondence signatures. Receives and consolidates information or reports from subordinate organization areas.
Receives and monitor of incoming and outgoing shipment.
Responsible for preparation of account billing, stock reports and PEZA/impex documents.
Checking and locating of items, system picking and actual preparation of cargo.
Responsible for shipment booking/coordination, acknowledging mails and memos.
Maintain 100% accurately of inventory/stock taking.
Monitor and receives customer telephone calls, incoming mails and complains/concerns.
Maintaining comprehensive and organize filing system, records, documents and information.
Monitor and assist in the preparation of routine planning, program reports, meeting schedules, presentations and weekly task. Secures and presents information as requested from files and library.
Responsible for creating travel orders, expense claims, cash advance, monthly invoices, purchase requisitions, purchase orders, service entry sheet, inventory of stocks and other related legal documentary works..
Creates and maintains a comprehensive and organize filing system, records and information, including confidential matters.
Prepares routine correspondence and routes completed correspondence signatures. Receives and consolidates information or reports from subordinate organization areas.
Receives and monitor all telephone calls, incoming mails and visitors. Give answers to routine question or takes messages and refers other matters to appropriate personnel.
Transcribes information from handwritten drafts, shorthand notes or dictating systems which the output should be accurate and on time.
Interpret Global Rules Tariff broadcasts for updating and auditing the governing tariff surcharges applicable to Service Contracts, Customer Specific and Commodity Rates.
Coordinate with Worldwide Trade Pricing and Multi Trade Pricing teams ensuring comprehension of commercial intent of complex Service Contracts.
Analyze and interpret the Global Rules Tariff translating the text or broadcast in RMS maintenance table.
Monitor and respond to all incoming communications from worldwide Trades/Markets, Multi-Trade Pricing, Documentation, Customer Service and Bill of Lading Audit Teams.
Liaise with Worldwide Trade Pricing and Multi Trade Pricing Teams ensuring comprehension of commercial intent of complex Service Contracts and Global Rules Tariff.
Check all stocks i.e. label, route doc, re pallet, counting no. of boxes if tallied vs. the invoice. Ensures that stocks are in good condition before dispatch.
Attached necessary documents i.e. purchase order, receipt, copy of invoices, special instructions & certificate of registration.
Process invoices with Credit Memo's (CM). Handling 100% accuracy of inventory of all the stocks.
Received and segregate invoices per deliveries. Filing of accounting copies, official receipt, and other documents.
Assist customers for pick-up transactions. Settling of problematic documents and prepare necessary reports.
Member of Mathematics and Science Club,