Executive Secretary / Admin
Conser Consulting Engineering Services
Total years of experience :22 years, 10 Months
Responsibilities:
• Provides Support and Assistance to Executive Management Team
• Greet Clients as soon as they arrive and connect them with the appropriate person.
• Answer the phone and take messages or direct calls to the concern person.
• Make travel arrangements, air ticket booking, hotels and restaurants reservations.
• Diary and schedule meetings
• Write down minutes of meetings and submit report for review and approval
• Prepare internal memo and distribute to all staff and/or concerned department
• Schedule and confirm appointments, meetings, and maintain event calendars
• Handle company emails (incoming and outgoing mail) and correspondences
• Liaise/correspond with clients, contractors and suppliers.
• Assist/participate in the preparation of tender submittals.
• Handles Recruitment of new staff
• Create and manage both electronic and hardcopy filing systems.
• Arrange visa applications for international travels.
• Arrange medical insurance applications for all Managers and Staff, and other forms of insurances as required.
• Secure Building Entry Permits for Suppliers and Guests
• Monitors daily attendance of all staff.
• Maintain and keep records on leave application of all staff and submitting reports to accounts for leave salary payment, encashment and gratuity payments.
• Monitor inventory of office supplies and purchasing of new material and pantry supplies.
• Maintaining the office condition and arranging necessary repairs
• Provide Support and Assistance to Accounts.
• Prepare Bills and take Payments
• Handles Petty Cash
• Deal with complaints or problems
Plan and coordinate administrative procedures and systems
•Responsible to the supervision of the working team
•Assess staff performance and provide coaching and guidance to ensure maximum efficiency
•Ensure the smooth and adequate flow of information within the company
•Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
•Monitor costs and expenses to assist in budget preparation
•Prepare monthly/annual financial budgetary plan for EMT approval.
•Prepare the daily/monthly, annual expenses reports and cash flows.
•Prepare Statement of Accounts
•Manage schedules and deadlines
•Maintaining the office condition and arranging necessary repairs
•Provides Support and Assistance to the C.E.O. and Executive Management Team
•Organize and Plan C.E.O’s Work Calendar and Schedule all Internal/External Meetings/Appointments
•Deals with incoming emails, telephone calls, faxes and post, often corresponding on behalf of the C.E.O.
•Arrange Hotel Bookings, Visa Applications and Travel Bookings
•Coordinate with Relevant People Regarding Some Issues that Need Clarification and Confirmation
•Prepares payroll
•Liaise with banks, clients, suppliers, government and private offices and other business partners
•Handles Accounts Payments and Account Receivables
•Handles Petty cash
•Perform Other Duties as Required
Provides Support and Assistance to the C.E.O.
•Organize and Plan C.E.O’s Work Calendar and Schedule all Internal/External Meetings/Appointments
•Prepare Correspondences
•Coordinate with Relevant People Regarding Some Issues that Need Clarification and Confirmation
•Performs Administrative Duties
•Prepares Business Plan and Project Presentations in PowerPoint
•Deals with incoming emails, telephone calls, faxes and post, often corresponding on behalf of the C.E.O.
•Performs P.R.O. duties, liaising with DMCC concerning trade License renewals, visa applications, and other related issues.
•Prepare Proforma Invoices and Commercial Invoices.
•Follow up Orders and Purchases
•Liaising with Clients, Suppliers and other Staff
•Follow up Deliveries and Payments
•Prepares Monthly Sales Report
•Prepares Financial Budgetary Plan
•Handles Petty Cash
•Coordinates with Banks
•Prepares Statement of Accounts
•Prepare Employees Payrolls
•Handles Accounts Payments and Account Receivables
•Perform Other Duties as Required
Provides Support and Assistance to the MD
•Organize and Plan Managers’ Work Calendar and Schedule all Internal/External Meetings/Appointments
•Prepare Correspondences
•Coordinate with Relevant People Regarding Some Issues that Need Clarification and Confirmation
•Performs Administrative Duties
•Prepare Project Presentations in PowerPoint
•Manage and Plan Ticket Booking and Reservations for the Managers’ International Business Travels
•Organize and Prepare Documents Needed for Visa Applications for the Managers’ International Business Travels
•Maintain a Monitoring Record of the Price Indications (Sales/Purchase) as Negotiated by the MD
•Screens and Monitors all the Incoming telephone calls, Emails and Snail Mails Received by the MD
•Follow up Orders and Purchases
•Handles and Maintain Records of all the Properties and Documents
•Monitor the Weekly International Market Fertilizer Indications
Organize and Plan Managers’ Work Calendar and Schedule all Internal/External Meetings/Appointments
•Prepare Correspondences
•Coordinate with Relevant People Regarding Some Issues that Need Clarification and Confirmation
•Performs Administrative Duties
•Prepares Project Presentations in PowerPoint
•Deals with incoming emails, telephone calls, faxes and post, often corresponding on behalf of the Manager
•Prepare Quotations
•Prepare Tender Submittals
•Follow up Orders and Purchases
•Receives Purchase Orders and Assign Job Nos. for Order Booking and Approvals
•Liaising with Clients, Suppliers and other Staff
•Follow up Deliveries and Payments
•Prepare Monthly Sales Report and Matrix
•Arrange Hotel Bookings, Visa Applications and Travel Bookings
Prepare and Issue Sales / Purchase Contract
•Prepare Proforma Invoices and Purchase Orders
•Study and Analyzes Received Sales / Purchase Contracts for Approval
•Follow up for Contracts / Invoices / Purchase Orders from Buyers and Suppliers
•Receive and Evaluate Letter of Credit Applications Opened by Buyers at their Bank Counters
•Maintain and Update Monthly Sales Report
•Prepare Tender Documents for Submission and Evaluation
•Update Sales and Accounts files
•Prepare Weekly Report for Export / Import Negotiations
•Provide Support to Accounts and Logistics Duties
•Manage Log Monitoring of Incoming and Outgoing Documents
•Maintain and Update Administration and Accounts Files
•Manage and Plan Ticket Booking and Reservations for the Managers’ International Business Travels
•Organize and Prepare Documents Needed for Visa Applications for the Managers’ International Business Travels
•Manage and Organize Hotel Bookings and Reservations for Company Guests from Abroad, Directors and Staff from the Company’s Main Office in India.
Prepare Correspondences
•Receive and Transfer Phone Calls
•Manage Log Monitoring of Incoming and Outgoing Documents
•Maintain and Update Administration and Accounts Files
•Manage and Plan Ticket Booking and Reservations for the Managers’ International Business Travels
•Organize and Prepare Documents Needed for Visa Applications for the Managers’ International Business Travels
•Manage and Organize Hotel Bookings and Reservations for Company Guests from Abroad, Directors and Staff from the Company’s Main Office in India.
•Organize Managers’ schedules and appointments
•Provide support to Accounts and Logistics Works
•Prepare and Update Tracking for Export / Import Shipments for Different Clients.
Organize and Plan Manager’s Schedules and Appointments
•Maintain and Manage Electronic and Paper Documentation, Distribution and Follow ups
•Distribute and Monitor Documents and Correspondences Properly.
•Handle Confidential Documents
•Organize and Prepare Indexes and Status of Submittals
•Receive and Transfer Calls
•Coordinate with Relevant People Regarding Some Issues that Need Clarification and Confirmation
•Manage Ticket/Hotel bookings and Visa applications
•Handles Petty Cash
•Purchase/Orders Office Stationeries
• Taught Chemistry and Science Research Subjects
• Awarded Outstanding Science Teacher in the Division of Batangas City
• Awarded Outstanding Science Teacher in Batangas National High School
• Received Berba Award for Outstanding Science Teacher
• President, Science Club Advisers’ Association of Batangas City Division
• Adviser, Philippine Society of Youth Science Club
• Trained and coached Students for Various Science Contests in the Division, Regional and National Levels competitions
• Writer / Author of a Workbook in Chemistry distributed and used as an enhancement instructional tool in Chemistry
• Prepare Action Plan and Research for Professional Growth and development of teaching- learning situation.
• Attended Various Seminars, Conferences and Trainings for Teachers
• Proposed and executed various projects and activities in Science for Student and Science Teachers Educational Growth and Experiences
• Provided Secretarial Support to the Science Department Head
Graduated
, Completed units in MAT-Science
Graduated