Personal Assistant to the CEO
Mattex Group
مجموع سنوات الخبرة :30 years, 0 أشهر
Providing board level support as well as more general administrative and secretarial support to the CEO of the Group (a group that is a global multi-site market leader in the manufacturing of carpet backing and geotextiles). This includes the efficient handling of correspondence, maintaining a high degree of confidentiality at all times, screening contact to executives from external and internal parties, directing queries to relevant departments, and vendor management.
Managing all administrative matters of the CEO’s office - arranging meetings, preparing agendas, as well as follow up on various issues with other members of the Executive Team and company shareholders.
Demonstrate capacity to provide high standard effective secretarial support for VIPs and middle management to ensure efficient completion of all duties including:
Organize and maintain the CEO’s hectic calendar, constantly updated to cater for appointment changes for multi-site global business trips. Proactively anticipate diary clashes and look for creative solutions including flight and travel arrangements.
Organize and filter daily incoming correspondence and handle and respond directly where appropriate. Prepare a precis of correspondence and use initiative to manage or redirect enquiry if required.
Collating information and production of Boardroom presentations and Executive reports; attend Board meetings for minutes/issuing of summaries and action point follow up.
Develop and maintain excellent working relationships with shareholders and senior management, colleagues and external entities.
Organize Team Building and Exhibition events for the several companies within the Group.
Additional roles on Administration Team management :
► Identify needs for reception, switchboard and mailroom.
► Establish internal corporate policies, procedures and work schedules.
► Maintain administrative staff by recruiting, selecting, orienting and training employees.
► Supervise execution of decisions issued by management regarding administration policies and procedures.
Leading member for Group HSE Crisis Management Team :
► Emergency Preparedness and Crisis Management Team Lead Coordinator.
► In house Instructor/trainer - Basic CPR, AED and First Aid Training.
Maintain office services for the Middle East division of this MEP subcontracting firm by implementing efficient office systems, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions.
Provide orientation and training for administrative personnel prior to project assignment.
Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records i.e. project-wide (UAE University, Al Ain Project) vendor drawing reproduction, distributions, transmittals, Letters of Credit, Payment Certificates, Project Forecasts, and Progress Reports.
Review and analyze special reports, summarizing information, identifying trends.
Prepare Pre-Qualification and Bid Tender documentation.
Organize management meetings, general assemblies, staff meetings and prepare corresponding reports/minutes.
Accomplishments:
UAE University, Al Ain, Abu Dhabi Project Site - completed the timely submission of Operations and Systems Manuals as well as the Planned Preventive Maintenance Reports as required by the Client.
Preside in and prepare minutes for all meetings as well as liaising interdepartmental communications
Coordinate and manage Company calendar
Sales and Leasing Department Coordinator
► Act as an intermediary in negotiations between parties generally representing one side i.e. property viewings, market valuations, property closings, overseeing signing of documents and disbursement of funds.
► Contact property owners and advertise services in order to solicit property sales/rental listings.
Promote sales of properties through advertisements and participation in multiple listing services i.e. maintain SEO (Search Engine Optimization) in all affiliated websites, ensures that all property advertisements are correctly and timely uploaded into the company website.
Organized all activities, travel schedule and business diary of the President.
Acted as Interim Human Resource Staff and Accounts Staff.
Prepared minutes for all scheduled committee meetings.
Coordinated interdepartmental communications and relevant responses required.
Planned media launches and advertising placements.
Travel management for executive level.
Coordinated general assemblies, membership meetings and other official gatherings.
Prepared patient medical records, ensuring complete documentation.
Performed triage duties i.e. patient phone in queries, follow up consultations, assisting walk in patients - those scheduled for treatment and surgery.
Accomplishments:
Promoted to Executive Assistant to the President within two years. Selected over seven other qualified candidates.
Created and implemented new data management and data archiving procedures.
Accomplishments:
Organizing Committee Head - Philippine Society of Cataract and Refractive Surgery
Developed reputation for simultaneously coordinating numerous involved projects
Regularly represented center at major gatherings
Provided overall senior secretarial functions for this engineering, surveyors and constructors firm, including general office services for the Main Office and Heavy Equipment Division e.g. monitor LPOs, requisitions, & store room reports.
Certificate Training Course Advanced Excel Classes
Certificate Training (Dubai Issued) Accounting for Non-Accountants (Basic Accounting, Accruals/Deferrals, Income Statement, Balance Sheet)
Bachelor of Science in Tourism - University of Santo Tomas, Manila, Philippines