Venus Cacalda

● Work side by side with the Country Manager of HR & General Services - Middle East.
● Supports executive meetings, like calendar management and distribution of keynotes/minutes.
● Ensure proficiency in hosting different platforms and face-to-face local meetings.
● Supports executives on business presentations and follow-ups.
● Plan international travel for the executives, like visas, flight tickets, transport, hotel reservations, and concluding business trip expenses.
● Drafts letters, and correspondence, proofread minutes and contracts; perform related clerical work.
● Develop and maintain document control processes for efficient management.
● In-charged of Monthly cost report of the General Services team. Ensure to keep a cost-efficient budget.
● Spreadheads travel management for the 9 projects, Executive Team & HQ in Spain; pertaining to flight tickets, visa arrangements, hotel reservations/apartments, and other related movements; ensure availability round the clock for any travel disruptions.
● In-charged of corporate accounts with hotels & apartments - frequent visits to hotels, site inspections, making certain standardization of health and safety are being observed; kept records of contracts, issue reports of changes and furniture replacements based on contract.
● Oversee the purchases of office consumables - stationery, pantry, facility
maintenance tools, and IT-related equipment and furniture. Safeguard records of important equipments and furniture’s.
● Support HR-related mobilization and demobilization related, limited to logistics.
● Manage reception by answering calls transferring to related office personnel, welcoming guests securing all HSE measures are followed.

Achievements & Completion
● Developed usage of accurate document control and organized server for HR & General Services.
● Initiated revision and clarity to Travel Request Form, Leave Request Form, and standard procedure with control reference numbers for audit purposes.
● Revision of Emiratization training module for online training, and presentations.
● Yearly Audit reports, using visualization in Excel and PowerPoint.
● Completion of FEED Project documentation and End-to-End Adipec Event.

● Completed various administrative and secretarial duties to the project team.
● Maintained records of Engineers and assist in their movements.
● Arrange meetings and general assemblies for the project team and executive management.
● Take minutes of meetings and maintain records for the operations and project team.
● Develop and maintain document control processes for efficient management.
● Maintain a proper and user-friendly filing and document control system for recording and tracking all circulated official and confidential documents.
● Support the officers and project team in daily admin roles and assist to keep stock of stationery supplies for the department.
● Coordinate with Subcontractors for required documents and support.
● Undertake any ad-hoc admin projects/duties as required.
● Coordinate travel arrangements inclusive of air ticket, hotel accommodation, visa arrangements, claims, expenses, etc.
● Assist to check and verify staff claims and invoices for the project team, and
● Prepare and raise purchases requisition for the purchase of office equipment.

Keeps Systematic and organized data management system pertaining to Company Informations, Filed cases, Contracts/Agreements and other documentations enable to align to upcoming and existing projects.
Monitor and ensure to meet deadlines, confirm status of cases (like summonses and subpoenas, draft complains, signature notes, transcribing for Legal Manager)
Secretarial and Administration support for MD and GM for Administration.

Deal with all inquiries in a professional and courteous manner, in person, on the phone or via e-mail.

Administer flight and hotel reservations, tourist or visit visa, car rentals services, marhaba services and including cancellations of the services.

Provide office support services in order to ensure efficiency and effectiveness within the office.

Assist in the planning and preparation of meetings/conference.

Develop and maintain a current and accurate filing system.

Submit Invoices, Expenses and purchase stationery consumables.

To ensure that the organisation's equal opportunities and diversity policies are applied in the work.

To attend as appropriate and participate in internal meetings of the organisation, including staff meetings.

To be responsive to the needs of trustees and member organisations.

To contribute to the corporate planning of the organisation as required.

To work constructively and cooperatively with other members of the team.

Be able to sort all documentation needed for Internal and Project base

Monitoring of all Employee files and Company Asset

Be able to prepare invoices and send for payments

Interact with Dubai office for Administration and HR purposes.

Report directly to the Chairman.
To Supervise the Medical Sales Representative of Bard Vascular Access.
Responsible for the recording and safeguard of Company’s entire assets.
Handles Proposals & Contract with Hospitas and clinics. Submit Purchase Orders, handles credit collections, cash disbursement & monthly cash projections.

To report directly to Account Group Head of AMII and Key Accounts Manager from WPI-Nutritionals.
To Supervise/Manage the group of Promo-Merchandisers assigned to WPI-Nutritionals - Puregold Supermarkets, Watsons Outlets and Makro Supermarkets at North Area.
Analyses to Production Availabilities (Facings / Displays, Pricings, Appearance and etc.), Daily Sales Reports.
Presentation of reports by Competitive Activities, New Product Launched and other Merchandising Promos.
Handles Product Promotions (Special Projects / Activities) at the outlet or account assigned.

To report directly to the Promo Manager.
To screen and provide efficient and manageable promo personnel.
To manipulate special events and promo projects. Provide efficient report on the status of the said projects.
To train and discuss Marketing Strategies and other related topics of the incoming projects or the proposed projects to be given to the promo personnel’s.
Visit trade accounts for the proper implementation of the projects.

Assist and coordinate with the Promo Supervisor.
Received and review Project Contracts and budget. Prepare and Implementation procedures.
To ensure timely submission of reports of every project completion.
To assist Field Operation Group in all administrative needs.
To ensure deep and standardized quality manpower pooling.

Other Work Experiences - Duties and Responsibilities are basic office activities.