Administrative Assistant-Executive Level - awarded 2 promotions
National Guard Health Affairs
Total years of experience :29 years, 1 Months
Provide full range of administrative and business support to the Chief Medical Officer and other top executives (such as President/CEO, Executive Directors and Executive Administrator) and the CMO Office Director of National Guard Health Affairs, a major tertiary healthcare provider and a leading medical complex in Saudi Arabia.
Coordinator for Medical Committee’s (such as Morbidity Review, Mortality Review and Medical Practice Review Committee) and Administrative Committees (such as Quality & Patient Safety (QPS) Council, Medical Credentialing & Privileging Committee) and QPS Newsletter in the whole NGHA facilities.
Prepares and distributes meeting agenda, supplied advance materials and executed follow-up for meetings and team video conferences, which includes reserving the meeting venues/conference rooms
Prepares and distributes minutes of the meeting, memos and other related correspondences, quarterly and annual reports (and PowerPoint presentation if needed).
Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information
In charge of document preparation, confidential file management (including electronic file copies), mail handling and requisition of office supplies.
Coordinate and carry out special events, requests, projects, and travel arrangements which includes visa application and preparation of documents required.
Orients newly hired secretaries/administrative assistants in the office of the Chief Medical Officer
Review and tracks in and outgoing documents
Reviews Investigation Reports from Internal Audit prior to submission to the Executive Administrator, CEO Office, NGHA
Prior to the first promotion From July 2006-July 2007, provided full range of support services for both the Neurology and Gastroenterology Divisions in the Medicine Department, KAMC-R, NGHA. Works include appointment setting for the Division Heads, all Consultants & Residents, Prepares PowerPoint presentation during lectures and meetings; Facilitates Residents exams given by the Chairman, Residency Training Program, prepares memos, minutes of the meeting reports and consultant’s on-call monthly schedules.
Achievement:
o Implemented a more effective system for the management of meetings
o The Annual reports were a detailed, well-presented document, delivered to Quality Management Department
o Successfully reorganized company filing system which significantly increased efficiency of work processes
o Contributed to redesigning the patient cases’ database which streamlined the committee’s number of cases reviewed and its status;
o Played a vital role in establishing the Office of the President, KSAU-HS’ tracking system
Directly reported to the President (Company owner); in charge in all the recruitment process in all group of company owned by the President that deals with shipping, chemical and travel.
Helped draw up plans for future personnel needs, recruiting, providing staff training and development plus advising management on matters like pay negotiations, disciplinary and grievance procedures
Counseled staff about any problems they may have, either at work or personal, and oversee employee services such as health and safety
Attended company lawyers’ meeting with the Vice President/Personnel Manager
Achievement:
o Played a vital role in passing the International Organization for Standardization (ISO) which is a success
Provided a full range of administrative and business support in a timely and courteous manner to the President/CEO of BYH Corporation, a French Engineering Telecommunications Consultancy firm, with Head office in Paris France.
Handled and safeguards confidential papers/records/documents
Arranged day-today calendar, travel and hotel booking of the CEO and all executives in the office
Arranged travel and hotel bookings for executives visiting the Philippine Office and project offices
Prepared payroll and employee’s benefits payment including memo and other correspondences
Conducted preliminary interviews with applicants and made recommendations to superior
Prepared invoices and reimbursements; Issue Official Receipts for collected payments
Prepared requisition of office supplies and appliance/equipment including repairs
Coordinate with publication offices for job vacancies announcement for hiring
Interviewed and administered exams for applicants
Achievement:
Enabled the President/CEO to become more productive by handling a wide array of executive office task, built and led a highly effective office support team by hiring and overseeing members. Maintained strict confidentiality with sensitive information, financial documents, client records and personal matters
o Developed and maintained a well-organized filing system
o Assisted the CEO with full administrative support during establishing his own jewelry company
Performed official and personal assistance to the COB company owner of Bench Suyen Corporation, a leading fashion and retail industry in the Philippines with branches oversees and its subsidiary Dimensione Home of Furniture established in 1976
Provides the COB with wide latitude for exercising discretion and judgment by managing the office as instructed and required
Set up and maintained both office and COB’s personal files and kept correspondence and reports available for reference and efficient operation of the office.
Enhanced communication between Design Department and sales team, fostering a sense of teamwork and collaboration.
Monitors Manager’s attendance including leave of absence and tardiness;
Safeguarded all the things/properties inside the COB’s office.
Handled and screened all incoming calls and arranged all travels and meetings attended by the COB
• Directly reported to the President/CEO of BYH Corporation; provided a full range of administrative and secretarial services to the whole project office and its staff; In charge of document preparation, confidential file management, mail handling, supply ordering and record maintenance. Coordinate and carry out special events and all activities, requests, projects, and travel arrangements. Acted as librarian in the French Protocol Office
• Prepared payroll and employee’s benefits payment including memo and other correspondences
• Prepared agenda for weekly meetings including Minutes of Meeting
• Gathered reports/information from engineers and developers regarding their monthly accomplishments;
• Prepared monthly progress reports
• Prepared and submitted invoices and collected payments from government clientele
Assisted the co-ops covered through coaching, to enable them to develop/install operational systems; effective management skills and organizational structures along the areas of membership expansion, Capital Build-Up (CBU) and savings mobilization, business operation and financial management that would eventually improve institutional growth and maturity; Facilitate updating of co-op plan and identification and operational of livelihood/economic projects through the conduct of an Area Resource Inventory and Co-op Strategic Action Planning support.
Assisted co-ops in the promotion or enhancement of business complementation in building programs thru link aging/networking.
Assisted co-ops in preparing 3-5 year medium-term plan (a short term plan that includes key result areas/critical indicators, planned activities and strategies, plus target income generating projects shall be prepared by the co-ops through assistance and coaching);
Assisted co-op board members, staff and committee members in the conduct/facilitation of operations performance, monitoring and evaluation; prepares report/updates/status on co-op accomplishments.
Achievement:
o Upgraded 5 cooperatives out of 8 cooperatives handled which made a difference in the lives of the cooperative members
• Provided liaison services for and in behalf of the Mayor in coordination with other agencies;
• Encoded messages and speeches, press releases and other communication materials for the Mayor;
• Provided comprehensive support for executive-level committees; excel at all aspects of meeting and event coordination, travel arrangements, and managing essential preparation and follow up;
• Conducted researches, reports, information management and presentations within demanding time frames;
• Developed and maintained administrative processes that reduce redundancy, improved accuracy and efficiency, and achieved organizational objectives.
• Reported directly to the QC/R&D Laboratory Manager. Handled appointments of the manager and QC Supervisor and sees to it that they are properly identified, scheduled and attended to
• Handled and safeguarded confidential papers/records (e.g. product formulations, personnel 201 files, etc)
• Controlled, monitored and distributed incoming and outgoing correspondences to/from R&D/QC Laboratory;
• Typed letters, memos, reports, technical data sheets, proforma batch tickets, formulations submitted by the Laboratory personnel for typing or stencil cutting; sends papers to the various department or to the concerned agency
• Prepared product certifications needed for the report of company products
• Maintained and updated an effective filing systems for R & D Laboratory which includes the present stock glassware, chemicals, technical literatures and raw materials, reports and bulletins
• Prepared and submitted Man-hour report of R&D/QC Laboratory. Maintains and monitors leave records of the staff
• Safeguarded all the accountable Company properties in the R & D Office and library
• Participated in company meetings/activities/Prepares reports on these attended seminars
• In-charge in keeping the files in order within the Corporate Banking Unit (CBU)
• Prepared documents to be signed by the Heads from different departments
• Liaised within the building for the papers/documents to be signed by the signatories from the different departments
• Acted as a secretary to all the supervisors and managers in the Loans Department
• Handled and relayed calls of the Managers and Supervisors in CBU
• Performed any other related duties as may be required by the manager and supervisors
• Tax mapped for the eighteen (18) barangays in Anao, Tarlac;
• Maintained files in the Municipal Assessor’s office;
• Gathered data through field work for both agricultural and residential land within the community and nearby area;
• Made an illustration for both agricultural and residential lot;
• Performed any other related duties as may be required by the Municipal Assessor
- Scholar from school year 1992 - 1993 - Completed 18 units in MA in Guidance and Counseling from June 1997 to October 1998