Karen Bautista

Job Functions:
- Currently handling a dual position, Executive Assistant to VP-IS & CIO and Help Desk Administrator, saving the company the cost of 1 Full-time employee (FTE).

Help Desk Admin

- Receive, supervise and monitor all IT Help Desk calls following the standard Help Desk policies and procedures that include analyzing and providing necessary solution to users and ensuring satisfactory closure of these calls.
- Provide Management report on a monthly basis on Help Desk statistics and trend analysis.
- Analyze the Help Desk calls and suggest IT Management with regards to proactive measures to achieve reduction in number of help desk calls.
- Assist the IT’s ERP implementation team in the ERP projects roll out and deployment by providing support mechanism.


Executive Assistant

- Prepares memos and correspondences
- Draft, send and reply e-mails in behalf of the VP whenever necessary
- Manages VP’s daily diary, appointments and meetings including foreign business trips.
- Arranges visa, airline and hotel bookings for VP during business and personal trips.
- Administers personal request by the VP such as arranging accommodation of visiting family and friends, scheduling doctor visits, arranging son’s school fees, scheduling car maintenance and others.
- Coordinates with other department as per requirements
- Prepares department’s requisitions
- Provide general assistance to I.T. department staffs.
- IT department’s Official Emergency First Aider.

- Directly reporting to the Retail Area Manager (RAM) for any queries.
- Single point of contact for the country-wide project covering 3 of the company’s retail brands (Axiom, Fono and One Mobile).
- Liaise and coordinate with all UAE Store Managers, Team Leaders and super users collating feedbacks and issues with the system currently use in retail.
- Prepare PPT presentations and record minutes of meetings.
- Support to Retail Sales Coordinator generating sales figures, current stock status, retail stores and staff individual performance from COGNOS system; preparing retail stores stationery requisition; handling documents for signatures and approvals.

-Assist in the implementation of the company strategies by ensuring that the decisions and instructions are properly carried out and communicated to other departments.
-In charge in the compilation of university scholars and filter them to ensure compliance with the required standards.
-Prepare presentations and note down minutes of meetings.
-Inputs and compiles data in the form of reports, analysis, tabulations and distributes data if instructed.
-Drafts letters / memos and routine correspondence for supervisor's signature.
-In-charge in checking students’ completion forms.
-Maintains and updates files and filing system.
-Manage travel arrangements.
-Carries out reception duties, includes receiving people, answering queries and scheduling appointments.
-Answers and makes phone calls, takes down and passes messages as directed.
-Maintains Petty Cash accounts and raise purchase orders for stationeries when necessary.
-Performs other administrative duties as required.

- Provide general assistance to VP - HR during the absence of the VP’s secretary.
- Function as receptionist for the department.
- Act as a general office support \[copying, faxing, mail distribution, filing, data entry\].
- Assist with college-wide student employment program that is being managed by HR department.