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Neriza Tongol, Executive Assistant to Group CEO

Neriza Tongol

Executive Assistant to Group CEO·Intermetal LLC

United Arab Emirates

Bachelor's degree, Marketing

Work experience

Total years of experience: 19 years, 2 months

Executive Assistant to Group CEO

June 2017 - Present

Intermetal LLC

Dubai, United Arab Emirates

June 2017 - Present

• Organize and oversee the CEO's and executives' calendars, arranging meetings, appointments, and personal commitments.
• Prepare and organize documents, presentations, and reports for internal and external meetings, as well as personal projects for the CEO.
• Handle correspondence, including emails, phone calls, and inquiries, with professionalism and discretion.
• Maintain accurate records and files related to professional and personal matters, ensuring accessibility and confidentiality.
• Arrange and coordinate venue bookings, catering, and special arrangements for CEO and executive meetings, conferences, and events.
• Attend meetings with the CEO and executives, take minutes, and distribute notes and action items as needed.
• Coordinate travel itineraries, accommodations, and transportation for the CEO, executives, and their families, ensuring seamless arrangements and adherence to personal preferences.
• Handle visa applications, passport renewals, and other travel-related documentation as required.
• Serve as the primary point of contact for internal and external stakeholders seeking access to the CEO and executives, exercising discretion and professionalism in all interactions.
• Facilitate communication between the CEO, executives, and various departments, teams, and external partners.
• Assist the CEO and executives with planning, coordinating, and executing special projects.
• Provide support for the decision-making process both professional and personal by conducting research, gathering data, and compiling information.
• Process expense reports, receipts, and invoices for the CEO, executives, and their families, ensuring accuracy and compliance with financial guidelines.
• Track expenditures, monitor budgets, and reconcile financial records related to personal accounts and discretionary spending.
• Working with administrators, finance, HR, and production staff, as well as other team members, streamline processes and improve overall efficiency.
• Provide backup support and assistance to colleagues during peak periods or absences, maintaining continuity of support for the executive team's needs.

Company industry:
Manufacturing
Job role:
Management

Executive Secretary/HR Coordinator

April 2014 - September 2015

Al Rostamani Trading Company

Dubai, United Arab Emirates

April 2014 - September 2015

• Performs a wide variety of administrative and executive support tasks that are highly confidential and sensitive.
• Coordinates office activities and schedules; develops and recommends office procedures and systems; ensures smooth office operations.
• Coordinates with head office regarding visa processing, medical, insurance, leaves and other employees concerns and request.
• Managing Visa database and depositary of Employees documents
• In-charge with the Attendance Machine, keeping a record of time in/out, over time, absences, leaves and sending reports to payroll every month.
• Research, compile and prepare confidential and sensitive documents and brief the General Manager and Executives regarding content.
• Reads and screens incoming correspondence makes a preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Executives and Staffs Receives and screen incoming calls and visitors, determine which are priority matters; and alerts the General Manager or Executives accordingly.
• Acts as liaison between the General Manager, Executives, Subordinates, or others by transmitting directives, instructions and assignments and following up on the status of assignments.
• Updates General Manager or Executive on the status of issues before scheduling meetings
• Prepares agenda and collects materials for meetings, speeches, and conferences; take minutes and keep records of proceedings.
• Coordinates & facilitates the General Manager or Executive's calendar to arrange appointments, meetings, conferences, travel plans & events exhibition.
• Arrange travel tickets; prepare itineraries & hotel booking.
• Responsible for the Master phone list of General Manager Responsible for office expenditures such as equipment & office supply needs
• Perform other functions assigned by the General Manager.

Company industry:
Automotive Dealership & Distributor
Job role:
Administration

Executive Secretary/Marketing & Travel Coordinator

December 2008 - January 2014

TASME LLC

Dubai, United Arab Emirates

December 2008 - January 2014

• Provide administrative support to staff, managers & MD.
• Directly report to the Management & coordinate with all departments.
• Receive, prepare and record invoices and payments.
• Handle recoveries and follow ups.
• Screen telephone and personal callers.
• Make and record appointments.
• Receiving and recording deliveries of office equipment and mailings
• Receive and process incoming and outgoing mails & correspondence.
• Do business correspondence on behalf of the organization.
• Store and retrieve data on computers.
• Prepare agendas / programs for meetings.
• Attend and take minutes of meetings both in the office & other locations.
• Organize business itineraries travel arrangements & hotel bookings.
• Organize conferences, meetings and social functions.
• Handling all purchases of office supplies on monthly basis
• Maintain record of existing & new customers for follow up and business promotions.
• Welcoming office visitors and guiding them as required
• Maintain client relation and ensure customer satisfaction.
• Responsible for company transportation related issues.
• Attend to walk in clients & enquire the nature of their queries; answer them appropriately or refer them to right personnel.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data in the system ensuring that the information is accurate and up to date.
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Maintain the files and control logs as required by the project.
• Perform other functions assigned by the Managing Director & CFO.

Company industry:
Manufacturing
Job role:
Hospitality and Tourism

Executive Secretary

October 2006 - May 2008

African Motor General Trading Co. LLC

Dubai, United Arab Emirates

October 2006 - May 2008

• Performs a wide variety of executive secretarial and administrative duties as required by daily operations.
• Coordinates office activities and schedules; develops and recommends office procedures and systems; ensures smooth office operations.
• Preparing enquiries, Quotations, Invoices, Pro-forma Invoices, Delivery Notes, and Purchase Orders.
• Applying Letter of Credit to the Bank.
• Answers telephone and direct calls to appropriate department or person.
• Receives and distributes incoming mail, email and fax messages; reviews and evaluates mail to identify those items requiring priority attention.
• Responsible for business correspondents, letters, preparing minutes of the meeting.
• Responsible for making appointments, meetings, gatherings & booking of hotel reservation.
• Documentation and Filling all confidential documents of the company.
• Follow - up clients for orders & payment either by L/C or cash.
• Scans documents, prepares and sends e-mail messages.
• Perform other functions assigned by the General Manager.

Company industry:
Distribution, Supply Chain & Logistics
Job role:
Secretarial

Secretary

November 2004 - August 2006

Al Numairy & Al Arrayed Trading Co. L.L.C

Dubai, United Arab Emirates

November 2004 - August 2006

• Encoding of Invoices & Credit Notes
• Answered telephone and transferred calls promptly, receive and relay voice messages.
• Attend visitors, informing arrivals of the shipment and directing visitors to their designations.
• Receive / dispatch mails and documents including courier and ask messenger to distribute to addressee.
• Assist in general clerical duties such as copying, filing and typing confidential documents
• Handling Petty Cash
• Doing daily reports of the personnel. Training new staff
• Perform other functions assigned by the supervisor.

Company industry:
FMCG
Job role:
Secretarial

Education

Polytechnic University of the Philippines

May 2003

May 2003

Bachelor's degree, Marketing

Philippines

Bachelor of Science in Business Administration Major in Marketing

Skills

Problem Solving
Expert
Problem Solving
Expert
Administration
Expert
Administration
Expert
Coordination
Expert
Coordination
Expert
Travel Management
Expert
Travel Management
Expert
Office Management
Expert
Office Management
Expert
DOCUMENT CONTROL
Intermediate
DOCUMENT CONTROL
Intermediate
EXECUTIVE SECRETARY
Expert
EXECUTIVE SECRETARY
Expert
MARKETING
Expert
MARKETING
Expert
Administration
Expert
Administration
Expert
Personal Assistant
Expert
Personal Assistant
Expert
Management
Expert
Management
Expert
Customer Service
Expert
Customer Service
Expert
Microsoft Office
Expert
Microsoft Office
Expert
minutes
Expert
minutes
Expert
office administration
Expert
office administration
Expert
Office Management
Expert
Office Management
Expert
Microsoft PowerPoint
Expert
Microsoft PowerPoint
Expert
Outlook
Expert
Outlook
Expert
Planning
Expert
Planning
Expert
Materials
Expert
Materials
Expert
Mail
Expert
Mail
Expert
Problem Solving
Expert
Problem Solving
Expert
Order
Expert
Order
Expert
Operation
Intermediate
Operation
Intermediate
Marketing Assistance
Expert
Marketing Assistance
Expert
Coordination
Expert
Coordination
Expert
Travel Management
Expert
Travel Management
Expert

Languages

English
Expert

Training and Certifications

Training
Professional Secretarial & Administration Skill
Sky Rocket Training
Jan 2017