Mayline Bolilan

OFFICE MANAGER|EXECUTIVE ASSISTANT |HR في Management Consultancy

• الإمارات العربية المتحدة - دبي
• أشغل هذه الوظيفة منذ أبريل 2017

Office Operation and Executive Assistant Function:
• Structured and supervised office events, conferences, and meetings, ensuring that all logistics were handled efficiently; successfully executed 12 events with an average attendance of 50 people, achieving a 100% satisfaction rate.
• Coordinated all internal and external communications, including emails, phone calls, and video conferences; streamlined communication processes, reducing response time by 40% and eliminating redundancies.
• Supervised office inventory and managed facilities, ensuring stock levels were always replenished and the workplace was always well-maintained; eliminated stockouts, saving the company 15 hours per week.
• Managed all legal aspects of the company's licenses, establishment card new/renewals, memorandum, articles of association, and power of attorney; maintained accurate documentation and timely submissions, resulting in zero penalties and fines in the last 2 years
• Transformed and directed daily operations, including coordination with sister companies abroad, process and policy updates.
• Orchestrated the establishment of a new company, liaising with government agencies to ensure compliance with regulations and full legal authorization within 60 days of initiating the process.
• Spearheaded the implementation of an electronic filing system with a structured file plan and naming convention; reduced search time by 40% and improved data accuracy by 25%
• Managed 5 CEO email inboxes, prioritized 50+ daily emails, and reduced email response time by 40%: improved CEO decision-making and overall organizational productivity.
• Supervised the CEO's daily functions, including calendar management, staff meetings, email coordination, event participation, travel arrangements, expense processing, and project management.
• Coordinated with cross-functional teams to ensure timely and accurate responses to client inquiries; reduced response time by 50% and increased customer satisfaction by 20%
• Orchestrated complex travel arrangements, accommodations, and visa applications for the CEO and Shareholder, contributing to a 25% increase in the company's global presence and expansion into new markets.
• Boosted client satisfaction by 20% as the primary point of contact for project activities; maintained strong relationships and ensured customer happiness by addressing pain points and concerns in a timely and effective manner.
• Implemented cost-saving measures that reduced office administration expenses by 40% within the first year. This included overseeing business documents, visa renewals, and sourcing affordable suppliers without compromising quality. Negotiated discounted rates for hotels and car rentals to minimize travel expenses.
• Improved the financial standing by reconciling 50% of overdue accounts and implementing effective vendor management strategies.
• Managed and reconciled the company's financial records using Zoho Books and Excel, ensuring the accuracy of 400+ transactions per month and reducing payment cycles by 15%
• Established and maintained relationships with the bank to oversee all bank transfers and payments; successfully processed and tracked 100+ international wire transfers, reducing processing time by 25%
• Introduced and integrated new HRM software, automating the performance review process for 80+ employees; reduced review time by 45% and improved accuracy by 25%
• Gathered, analyzed, and presented data on employee productivity to the executive team, which informed the implementation of new training programs and increased team efficiency by 35%.
• Standardized HR policies and procedures by revamping the employee handbook, updating job descriptions, and implementing performance