Executive Assistant to Partners
PricewaterhouseCoopers
Total years of experience :16 years, 6 Months
• Diary Management: Manage & update partners’ calendar & availability. Ensure efficient scheduling of meetings & booking appointments in proper coordination with either client’s assistant or within the team members.
• Call Management: Handle & screen calls for the partners & ensure to pass messages to them in a timely manner.
• Email Management: Monitors partners’ email inboxes when they are out of office or at meetings & take necessary actions.
• Apply for visas whenever necessary & prepare all the necessary documents in coordination with the PRO team. Arrange partners flight bookings, airport pick-ups & drop offs & other related transportation arrangements related to client meetings/appointments. Do hotel bookings accordingly as per travel partner’s travel plan.
• Meetings: Arrange team meetings, events & workshops. Arrange necessary documentation and follow up on action points. Organize catering and IT requirements whenever needed. Maintain regular issuance of LPO to hotels whenever there are team events & meetings.
• Proofread and finalize presentations, proposals, letters & financial statements. Ensure letters formatting (i.e. financial statements, engagement letters) are done properly & in a timely manner.
• General Admin: Support partners, directors & the team in all administrative support works. Act immediately to ADHOC requests and support staff with urgent matters. Do general filing when needed.
• Expense Admin: Ensure partners’ expenses are done, approved & submitted to Finance team on time. Ensure timesheets are entered in Ipower on time.
• Maintain & update the team’s staff contact list & organization chart (adding the new joiners & removing the leavers, update those positions were changed).
• Arrange inter office mails & courier bank confirmations to clients.
• Build a good working relationship with the clients’ assistants & internally within the team. Liaise & build cross functional relationship with other teams & other EAs from other divisions when coordinating with partners’ meeting & other work related activities.
• Support BU leaders for team communications (e.g. team charts, emails, whatsapp group, global people survey action plans).
• Do partners’ client database management & keep it up to date.
• Act as back-up: Manage other partners & directors’ diaries when their assistants are on leave.
• Answers, screens & directs incoming calls of the company. Records message of unattended calls accurately & provide all relevant information to the concerned.
• Meets & greets visitors at the office. Issues visitors’ pass to clients & vendors who come in.
• Assists in all administrative work within the office.
• Arranges & coordinates document delivery & document/cheque collection to & from the clients.
• Keeps up to date records of all incoming couriers, documents for collection as well as all outgoing inter-office mail.
• Arranges travel bookings (i.e. taxi & hotel bookings) for partners & staff of the firm.
• Does meeting room bookings, audio conference calls & video conferences. Coordinates properly with the staff on the said requests.
• Processes LPOs (i.e. hotels, flights, taxis, office rental/maintenance payments, etc.) & send it to accounts division for payment.
• Prepares receipts to clients who come in office to issue cheque payments. Maintains Abu Dhabi office clients’ cheque deposit list.
• Coordinates with office assistants for binding, scanning, faxing, and photo copying requests.
• Manages daily couriers (i.e. Aramex & DHL) & prepares the monthly spreadsheet for invoicing.
• Maintains a proper & prompt filing system in the most modest procedure of filing system kept in a professional manner for all related forms & correspondences.
• Maintains good housekeeping & ensures that office equipment is handled properly & requests services for the maintenance in case of any defects.
• Interfaces & builds social relationships with clients & colleagues in the office.
• Takes dictation and drafts all general correspondences, ensuring accuracy as required as given by the Marketing Manager. Drafts letter, memo and fax both internally within the division and also externally for the Oil & Gas clients.
• Prepares the minutes of the meeting with action points and dates and distribute it to all the concerned.
• Sends outgoing communication by faxes and emails as required & ensures to follow up/respond to all correspondences/messages.
• Schedules appointments and organizes general weekly meetings/marketing meetings/events with the Oil & Gas clients in coordination with the Marketing Manager. Consistently manages and confirms the daily schedule of the Marketing Manager.
• Supervising the activities performed in administrative work within the Marketing Division’s office, including office management and records management.
• Answers, screens and directs incoming calls and unattended calls of the Division. Records message accurately & provide all relevant information.
• Maintains a proper and prompt filing system in the most modest procedure of filing system kept in a professional manner for all related forms & correspondences.
• Maintains good housekeeping and ensures that office equipment is handled properly and requests services for the maintenance in case of any defects.
• Ensures to maintain a stock of all Form Books & Letter-Heads & stationeries.
• Coordinates with the concerned division on concerns related to employment and mission visas of Principals, Letter of Assistance (LOAs) application and registration, application of security (CNIA) passes and Travel/Possum Cards, arrange medical appointments for the engineers and also arrange TBOSIET OPITO trainings in coordination with the client’s job officer to carry out the task successfully.
• Responsible for maintaining a proper and complete data of the entire Oil & Gas clients’ contacts in the Business Contacts Directory. Proper sorting out of the existing data in the Contacts Directory in coordination with all Secretaries/Sales Engineers and Service Divisions’ Managers.
• Dispatches internal documents to the concerned persons/divisions and maintains a tracking record of the same.
• Supports sales coordinators to enhance communication with the Principals and with Oil & Gas clients and assist in expediting the service/product delivery process.
• Arranges and coordinates tender and equipment delivery status of Marketing Principals to the clients.
• In co-ordination with Marketing Manager, handles invitation list with confirmation status & organizes Corporate events e.g. ADIPEC, Iftar, Open House, Management Lunch, Principal’s Lunch & Learn Sessions with Oil & Gas clients, Crawfish Dinner, etc.
• Interfaces and builds social relationships with clients’ secretaries & assistants.
• Manages and promotes Marketing materials (i.e. Corporate MSE & Principals’ brochures, flyers, posters and exhibition related catalogues) and Oil & Gas trade shows (i.e. ADIPEC) by coordinating the requirements with the concerned divisions & maintaining stocks. Arranges circulation of various magazines, periodicals etc.
• Prepares LPO for Principals' and Suppliers' invoice payments.
• Handles Marketing newsletter and ensure it is sent to clients, principals and within MSE on a quarterly basis. Handles marketing monthly highlights to be sent to Admin office.
• Answers, screens and directs incoming calls and unattended calls of the Division. Records message accurately & provide all relevant information.
• Regularly during the working hours, collects and sorts out the incoming faxes, puts the Received Date Stamp and distributes it to the concerned persons. Responsible for faxes not related to Marketing to be forwarded to the concerned Service Division.
• Takes dictation and drafts all general correspondences, ensuring accuracy as required as given by the Marketing Manager. Drafts letter, memo and fax both internally within the division and also externally for the clients.
• Prepares the minutes of the meeting with action points and dates and distribute it to all the concerned.
• Sends outgoing communication by faxes and emails as required & ensures the follows up/responds to all correspondences/messages.
• Dispatches internal documents to the concerned persons/divisions and maintains a tracking record of the same.
• Supervising the activities performed in administrative work within the Marketing Division’s office, including office management and records management.
• Coordinates with the concerned division on concerns related to employment and mission visas of Principals, Letter of Assistance (LOAs) application and registration, application of security (CNIA) passes and Travel/Possum Cards, arrange medical appointments for the engineers and also arrange TBOSIET OPITO trainings in coordination with the client’s job officer to carry out the task successfully.
• Maintains good housekeeping and ensures that office equipment handled properly and requests services for the maintenance in case of any defects.
• Ensures to maintain a stock of all Form Books & Letter-Heads & stationeries.
• Maintains a proper and prompt filing system in the most modest procedure of filing system kept in a professional manner for all related forms & correspondences.
• Carries out additional duties that may be given from time to time by the Superiors.
• Additional administrative and secretarial responsibilities for new projects.
• Responsible for maintaining a proper and complete data of our entire Clients’ contacts in our Business Contacts Directory. Proper sorting out of the existing data in the Contacts Directory in coordination with all Secretaries/Sales Engineers and Managers.
• In co-ordination with the Director - CMBD, organizes Parties e.g. Welcome, Farewell, Inauguration, ADIPEC, Iftar, Management Lunch, etc. by preparing and sending out Invitations and follow up on confirmations, etc.
• Consistently manages and confirms the daily schedule of GD-HR/GM-HR. Maintains the general filing system and file all correspondence.
• Prepares and assists meeting agenda for each meeting and ensure all of the HR documents/power points (i.e. business plans/HR weekly/etc.) are available
• Supervising the activities performed in all work within a GD-HR/GM-HR office, including office management, implementation of procedures, issue management and processing, records management, collection and reporting of statistics on time to time basis
• Takes dictation and drafts all general correspondences, ensuring accuracy as required as given by the GD-HR/GM-HR. Drafts letter, memo and fax both internally within the division and also externally for the clients.
• Prepares the minutes of the meeting with action points and dates and distribute it to all the concerned.
• Authorized to take day to day small decisions with in the preview of work, all major decisions will be in consultation with GD-HR/GM-HR.
• Answers, screens and directs incoming calls and unattended calls of the Division. Records message accurately & provide all relevant information.
• Responsible for hotel room booking and travel arrangements for the group of companies after obtaining approval from the concern.
• Dispatches internal documents to the concerned persons/divisions and maintains a tracking record of the same.
• Successfully coordinated events, programs and activities of the GD HR/GM HR Team.
• Coordinates with HR, Admin & Media/Communications team for company events like Birthday, Festival, Family Celebration and Training Programs.
• Generates Weekly & Monthly MIS reports to GD-HR/GM-HR.
• Creates, updates & maintains internal & external customer data email ID, Phones numbers, address and other important data as requested by GD-HR/GM-HR.
• Coordinates for all external customer relation activities of GD-HR/GM-HR office.
• Ensure that Business Human Resources managers are doing updated completion of their business units and site projects organization charts
• Assist, address and educate employees on grievances, payroll queries, HR issues and concerns based on companies’ HR policies and procedures and direct them to their respective Business Human Resources manager.
• Do extensive follow up and proper coordination with HR managers and managers from other departments (i.e. Employee Relations department, Payroll department) to close HR issues and tasks.
• Facilitate manpower requisition (MPR) and ensure proper channels and approvals are in place.
• Coordinate with Business Human Resources Managers in carrying out the process of Performance Management System (KRA/KPI), job descriptions, competency mapping, succession & career planning and other initiatives framed from time to time.
• Consistently manages and confirms the daily schedule of GD-HR/GM-HR. Maintains the general filing system and file all correspondence.
• Prepares and assists meeting agenda for each meeting and ensure all of the HR documents/power points (i.e. business plans/HR weekly/etc.) are available
• Supervising the activities performed in all work within a GD-HR/GM-HR office, including office management, implementation of procedures, issue management and processing, records management, collection and reporting of statistics on time to time basis
• Takes dictation and drafts all general correspondences, ensuring accuracy as required as given by the GD-HR/GM-HR. Drafts letter, memo and fax both internally within the division and also externally for the clients.
• Prepares the minutes of the meeting with action points and dates and distribute it to all the concerned.
• Authorized to take day to day small decisions with in the preview of work, all major decisions will be in consultation with GD-HR/GM-HR.
• Answers, screens and directs incoming calls and unattended calls of the Division. Records message accurately & provide all relevant information.
• Responsible for hotel room booking and travel arrangements for the group of companies after obtaining approval from the concern.
• Dispatches internal documents to the concerned persons/divisions and maintains a tracking record of the same.
• Successfully coordinated events, programs and activities of the GD HR/GM HR Team.
• Coordinates with HR, Admin & Media/Communications team for company events like Birthday, Festival, Family Celebration and Training Programs.
• Generates Weekly & Monthly MIS reports to GD-HR/GM-HR.
• Creates, updates & maintains internal & external customer data email ID, Phones numbers, address and other important data as requested by GD-HR/GM-HR.
• Coordinates for all external customer relation activities of GD-HR/GM-HR office.
• Ensure that Business Human Resources managers are doing updated completion of their business units and site projects organization charts
• Assist, address and educate employees on grievances, payroll queries, HR issues and concerns based on companies’ HR policies and procedures and direct them to their respective Business Human Resources manager.
• Do extensive follow up and proper coordination with HR managers and managers from other departments (i.e. Employee Relations department, Payroll department) to close HR issues and tasks.
• Facilitate manpower requisition (MPR) and ensure proper channels and approvals are in place.
• Coordinate with Business Human Resources Managers in carrying out the process of Performance Management System (KRA/KPI), job descriptions, competency mapping, succession & career planning and other initiatives framed from time to time.
• Successfully collected all monies owing within the Al Fara’a credit control policies and procedures to ensure that collection targets are met and to collect monies owing from customers who have not complied within the terms and conditions of their sales and purchase agreement.
• Liaised with credit control and finance departments with queries pertaining to payment update, statement of account, receipt, installment call, mortgage, monies refund, transfer funds, payment completion certificate, penalties and others.
• Controlled specific sections of accounts within the receivables ledger.
• Facilitated a high level of cash-flow and minimize levels of overdue debt.
• Achieved the monthly cash-collection targets set for your specific section of accounts.
• Ensured that payments are correctly allocated, to the appropriate account and against the appropriate invoice(s).
• Checked reminder letters for 100% accuracy and appropriateness before sending.
•Successfully managed and met monthly goal assigned by the client Capital One. Reached MORE than the assigned quota.
•Earned the “Consistent Overachiever Award” for six consecutive months that was form August 2007- February 2008.
•Awarded as the 4th Placer from the “Top Ten Capital One Collectors” based on collection performance in September- December 2007.
•Extensive involvement in timely and effective collection of delinquent accounts that resulted in earning overtime incentives and bonuses.
•Resolved debtor’s disputes and was able to recognize each unique situation. Provided the right solutions at the right time to satisfy a need and exceed expectations.
•Participated in collection of debts on a daily basis that resulted in reaching the office goal every month.
•Assigned as verifier of checks and debit cards when the team manager is not available.
•Followed Fair Debt Collection Practices Act (FDCPA) rules and regulations regarding debt collection properly
•Handled CRS system well and updated debtors’ accounts properly.
• Graduate of Bachelor of Science in Economics with scholastic honours, Cum Laude from the University of the Philippines. • University of the Philippines College Scholar, March A.Y. 2007 • University of the Philippines College Scholar, October A.Y. 2006 • Assistant Finance Head of the University of the Philippines Underground Music Community, A.Y. 2006-2007 • University of the Philippines Career Assistance Program Participant, A.Y. 2006-2007 • Operations Management Member of the University of the Philippines Circle of Entrepreneur, A.Y. 2004-2007 • Event Organizer of the University of the Philippines Underground Music Community A.Y. 2003-2007