Executive Secretary to CEO and Deputy CEO
International Medical Company
Total years of experience :13 years, 8 Months
directly reports to CEO and Deputy CEO
(June 2012-up to present) (Executive Assistant to the Country CEO)
(Sodexo Benefits & Rewards Services Philippines, Inc.) (Makati City, Philippines)
❑ Directly reports to the Country CEO
❑ Prepare and edit correspondence, communications, presentation, minutes of the meeting and other documents as needed by the CEO
❑ File and retrieve documents and reference materials
❑ Conduct research, assemble and analyze data to prepare reports and documents
❑ Manage and maintain Country CEO's schedules, appointments and travel arrangements
❑ Arrange and coordinate meetings and events
❑ Record, transcribe and distribute minutes of meetings
❑ Monitor, respond to and distribute incoming communications
❑ Answer and manage incoming calls
❑ Receive and interact with visitors, and external clients
❑ Review office practices and implement improvements where necessary
❑ Handles the whole admin functions/tasks of the company
❑ In charge of the messenger and janitor in the office
❑ Directly coordinates with Singapore office for various concerns of Philippine office.
(August 2009-May 2012) (Executive Asst. to the Deputy Country Manager/Admin Officer) (Medtecs Int'l. Corp. Ltd. Inc.) (Makati Avenue, Makati City Philippines)
❑ Directly reports to the Deputy Country Manager & HR & Admin Manager
❑ Assigned to do the following tasks: Executive Assistance: - Directly reports to the Deputy Country Manager
- Prepares business correspondences, emails, minutes of the meeting and other pertinent documents needed by the DCM from time to time
- Handles and organizes the appointments, flights, and other trips by the DCM
- Handles and monitors all the expenses of the Executive office
- Answer all phone call and other queries to the DCM
- Filing and encoding
- Other task assigned by the Deputy Country Manager from time to time
Human Resources: - Efficiently and effectively fill open positions
-Prepares and coordinates publication of employment ads whenever required
-Handles and in charge of all employees under the agency
-Undertake further responsibilities that may evolve in the future.
Administration: -Cultivates sources of supplier
-Canvassing/research for prices at the lowest cost consistent with the quality and services and the availability of the
Product
-Requests for quotations and brochures
-Responsible for the purchase of various office Equipment, Office Furniture & Fixtures and Company Vehicles
-In charge of the application and timely renewal of insurances of all company cars
-Oversees, monitors, and accounts for the availability, receipt, inspection and issuance of office supplies, furniture
And equipment.
-Handles the proper accounting, inventory and monitoring of stocks' availability to ensure proper replenishment of the same as well as issuances of office supplies, furniture and equipment.
-In charge of ordering all office forms/printed materials
-Coordinates with the Building Administrator, Contractor regarding the repair and maintenance of the office
Premises
-Handles receiving and stocking of all purchase requisitions/orders for office supplies and materials, and other
Miscellaneous administrative purchases
-Handles the delivery of documents/messages/dispatching of mails
-Handles the delivery and gate pass of all documents/equipment for safekeeping at the Warehouse Department
-Oversees, monitors, and ensures the provision of best and efficient transmittal/communication and receipt of
Message through installation, operation and maintenance of email, internet, fax, trunkline facilities, PLDT, Globe
Corporate accounts.
-Handles the disposal of surplus, defective or obsolete materials and equipments
-Systematically plans and monitors on a daily basis the schedules of the messengers for proper dispatching of
Mails and documents for deliveries/mailing as requested by different departments
-Compose routine correspondence and draft appropriate responses
-Provide administrative support to Human Resource Department and Group HR and Legal Manager in all HR and
Legal functions that may be assigned from time to time
September 15, 2008-March 15, 2009 (Executive Assistant & Administrative Officer) (Contract based)
Grepcor Diamonde Inc. (Ortigas Center, Pasig City Philippines)
❑ Office Productivity
1.1 Internal/Office Communication
- Check email & respond immediately to those that needs immediate action
- Coordinates with people concerned on information needed to be disseminated coming from the President
1.2 Local Area Networking
- Coordinates with IT Specialist/Consultant with regards to problems with LAN.
- Prepares task list for IT Specialist/Consultant every visit.
1.3 Office Equipment
- Coordinate monthly PM of Copier, etc.
- Safekeeps all office equipments
- Coordinates with IT Specialist/Consultant problems with laptops and computers. If not, supplier for outside servicing.
1.4 Office Supplies
- Prepare PR for quarterly office supplies of all departments.
- Issue office supplies to respective department every quarter
❑ Executive/Secretarial Assistance
2.1 President's needs
- Accomplish assigned task
- Initiate daily briefing with the President
- Screen phone calls for the President, answer and write down pertinent messages
- Monitor personal bank account of the President
- Coordinates with Sally for driving request of the President
- Ensure updated payment of all utility bills
2.2 Appointment Management
- Log all appointments of the President in the executive planner.
- Ensure compliance of scheduled one-on-one meetings every Mondays and Thursdays for direct reports
- Coordinate meetings and appointments of the President
2.3 Core Team Meetings
- Prepare minutes of the meeting
- Coordinates with core team for meeting schedules and ensures compliance for the said meeting
❑ File Management
3.1 Maintains organized filing system for the President's personal files and other internal files
3.2 Update files from time to time
❑ Office Orderliness & Cleanliness
4.1 Office Cleanliness
- Ensure cleanliness of the whole office area
- Coordinates with utility personnel for scheduled cleaning of the office
- Schedules Office General Cleaning before company shutdown
- Prepares request for carpet cleaning
- Conduct a 5 minute walk with utility personnel for office cleanliness & orderliness daily.
4.2 Office Orderliness
- Ensure all office machines and equipments in good working condition
- Check office lighting and other fixtures needs replacement
(January 21, 2008-September 1, 2008) (Executive Assistant to the President)
Versatile Telecoms Int'l. Inc. (Roxas Blvd., Ermita Manila)
❑ Screen calls for the President
❑ Prepares Monthly monitoring report of the following: • Air Transportation request
• Hotel Accomodation request
• Credit Card Summary
❑ Schedules meeting and other business trips of the President
❑ Assist the President form his day to day activities
❑ Prepares and Arranges various personal documents of the President.
❑ Purchases online tickets of the President and other employees for their out of town and out of the country trips
❑ Coordinates with various hotels for reservations of various guests and employees
❑ In charge of processing of various visas for business trips of the President.
❑ Finishes various task assigned to me from time to time.
❑ Answer various inquiries and complaints of customers being sent via email.
❑ Prepares stock request for various units ordered bythe President
❑ Filing
❑ Encoding
(March 2006-January 15, 2008) (Section Secretary-Laundry Division)
Technolux Equipment & Supply Corp (La Paz Makati City Philippines)
❑ Receive service calls for laundry
❑ Schedule technicians for various services asked by laundry clients
❑ Prepares Quarterly budget for laundry
❑ Prepares productivity Report of technicians every month
❑ Prepares Sales Orders, Delivery Receipt for different spare parts to be delivered to different customers
❑ Prepares PM Report for clients enrolled in Preventive Maintenance
❑ Prepares request for payment, PR for suppliers
❑ Monitors the status of parts ordered to Logistics
❑ Coordinates with Sales Department for the installation of various laundry equipments
❑ Prepares quotations, proforma invoice for customers
❑ Filing
❑ Encoding
August 2003- February 2006 (Senior Staff Writer) Milagrosa Publishing House, Inc. (Vito Cruz, Manila Philippines)
❑ Write articles for the magazine
❑ Proofread speeches and other articles
❑ Typeset articles and speeches
❑ Attend seminars, conventions and other conferences in the insurance industry
❑ Interviews people in the insurance business
❑ Transcribe speech of speakers during seminars, conventions, conferences to make an article
❑ Do some power point presentation every time the boss has presentation to other company
❑ Lay outing
❑ Encoding
February 02, 2006 - February 06, 2006 (Liaison Officer)
Indian Embassy (Dasmarinas Vill., Makati City Philippines)
❑ Assist delegates being assigned
❑ Accompany some of the delegates for shopping and to other places
❑ Act as a personal secretary for delegates only during their State Visit
Character Reference
Available upon request.
September 2002-June 2003 (Receptionist/Secretary) Contract based
Supply Oilfield Services Inc. (Salcedo Vill., Makati City Philippines)
❑ Trunkline handling
❑ Dispatch of outgoing documents (airmail, hand carry, courier)
❑ Dispatch of incoming documents in every department whether personal or business-related documents
❑ Receive and trace phone calls of employees (PLDT, Globe, Smart)
❑ Receive other mails such as letters of employees, internet bills, and other utility bills
❑ Call courier companies such as DHL, TNT, FedEx and Airborne for dispatch of mails and other important documents abroad
❑ Prepares report for ISO Progress Report every end of the month
❑ Monitors the location of the messenger and his route for the day
❑ Collects and prepares all the documents to be delivered, mailed by the messenger for the morning and afternoon
❑ Entertains visitors and other inquiries (complains of crews, allotment etc.)
Other Qualifications
❑ Computer literate
❑ Efficient in performing clerical tasks such as filing and data encoding;
❑ Possesses well defined oral and written communications skills;
❑ Creative, resourceful, with sense of responsibility; energetic, enthusiastic and highly motivated
❑ Consistent scholar (1st year-4th year college)
Additional Professional Experience
Bachelor in Mass Communications (SY:1998-2002) Pamantasan ng Lungsod ng Maynila Intramuros, Manila Philippines