Administrative Assistant /Executive Secretary
Confidential
Total years of experience :19 years, 7 Months
Confidential
Thru: Al-Yusr Townsend and Bottum Co. Ltd.
Al-Jubail Industrial City, Kingdom of Saudi Arabia
Administrative Assistant /Executive Secretary
January 1, 2012 - Present
* Reporting to the Vice President and General Managers.
* Perform administrative/secretarial duties and other functions that facilitate streamline the daily business operations of the department.
* Provide assistance to management during important meetings and events.
* Creates purchase requisitions based on quotes received from vendors or on yearly fiscal budget.
* Manage certain communications with vendors and maintain the highest level of integrity when dealing with vendors.
* Access to the SAP system including service entry, purchase requisition, data support reviews.
* Coordinate the processing of multi-million amount of invoices for approval and submission to accounting for timely payment.
* Retrieving data through the PI system/reporting for purposes of verifying the data received from the vendor.
* Incharge of the on-call scheduling for emergency support.
* Administer and ensure that filing of all documents is in accordance with the organizational policies.
* Maintain records of documents such as contracts and agreements, invoices receiving copies, correspondence, etc.
* Scan and index documents and manuals into electronic filing systems.
* Perform a variety of tasks that can change on daily basis.
Saudi European Petrochemical Company - Ibn Zahr (A Sabic affiliate)
Thru: Al-Yusr Townsend and Bottum Co. Ltd.
Al-Jubail Industrial City, Kingdom of Saudi Arabia
Executive Secretary
Executive Management Office
April 2010 - December 31, 2011
* Executive Secretary to the General Managers.
* Performed a variety of administrative or executive support tasks that were highly confidential and sensitive.
* Coordinated office management activities for the management executives.
* Read and screened correspondence and reports; made preliminary assessment of the importance of materials and organized documents.
* Received and screened calls and visitors determined which are priority matters, and alerts the executives accordingly.
* Composed letters and memoranda in response to inquiries.
* Planned and coordinated arrangement of professional conferences and board meetings.
* Assisted in preparing materials and reports for board of directors meeting.
* Coordinated and facilitated the executive's calendar by arranging appointments, meetings and conferences.
* Performed related work as assigned.
Administrative Assistant/Department Secretary Planning and Economics
* Provided a high level skill in administrative and secretarial/clerical support to Business Planning group.
* Built up databases based on the market trends, prices and any other related information pertaining to feedstock.
* Assessed weekly special trade related publications for company database.
* Updated the company database to have an accurate forecast of prices, market share and competitors performance.
* Reviewed data sources for preparation of the weekly business reports.
* Assisted in the preparation of board package reports for board of directors meeting.
* Compiled, typed, revised, combined, edited, printed and stored documents using company approved software.
* Proofread documents for grammar, spelling, punctuation and format.
* Composed and typed routine business correspondence, scheduled appointments, sent and received emails, reads and routed incoming mails.
* Made travel arrangements for the department manager and ensured that all forms and procedures were followed.
* Performed other administrative and support duties as may be directed.
Oil Support Services Est. (Al-Khafji Joint Operation Professional Manpower Provider)
Al-Dammam, Kingdom of Saudi Arabia / Al-Khafji, Kingdom of Saudi Arabia
October 2007 - October 2009
Executive Secretary (Cum HR Assistant, Document Controller & Assistant Payroll and Invoice Officer)
* Provided a high level administrative assistance to Human Resources Officer pertaining to manpower recruitment.
* Reviewed applicants resume corresponding with the job description provided by clients.
* Developed filing system for an overall control of documents, (records keeping) and correspondence for an easy access.
* Coordinated and followed-up with other partner agencies on matters related to job vacancies.
* Assisted the company in preparing documents for any related business transaction.
* Prepared letters to short-listed candidate for following up and scheduling for the telephone interview.
* Prepared the monthly payroll and see to it that all employees received their salary on time.
* Prepared and supervised the monthly invoice collection (Accounts statements)
* Prepared the benefits of vacationing/exit employees in accordance with Saudi Labour Law.
* Prepared vouchers for cash and check payments.
* Checked approved and advanced monthly time sheets.
* Performed other related duties and functions from time to time as may be directed.
Performed several administrative functions.
Established classroom goals and objectives in conformance with courses of study specified in the syllabus.
Administered the research agenda of the college/department, checked and evaluated students’ business research proposal in preparation of full blown research.
Assisted in the coordination and implementation of community service and student affairs activities.
Coordinated special outreach projects for the promotion of department service in the community.
Organized special events such as forum, outreach, and competition and sponsored.
Participated in a variety of activities to enhance personal and professional skills.
Developed and implemented programs to encourage student participation.
Prepared teaching and learning modules so as to standardize teaching and learning methodologies
Gathered and prepared data for presentation and evaluation for purposes of school accreditation.
Prepared semestral syllabi design to achieve the objectives of the course.
NBC - DZYI, Radio Broadcasting Company Ilagan, Isabela - Philippines August 1993 - May 1994
Radio Broadcasting Technician
• Responsible for the maintenance of radio station transmitter.
• Provided technical assistance for on-air controlling of different program sources such as commercial promotions.
• Assisted broadcasters for dubbing various programs.
• Helped the company in obtaining sales through looking for a potential company or establishment to advertise their products/services.
• Performed such other function as the need arises.
Passed comprehensive examination prior to graduation.
B.S in Commerce with concentration in Business Management, Cagayan Colleges Tuguegarao (now a University), 1999
Certificate in General Radio Communication Operator, Cagayan Colleges Tuguegarao (now a University), 1993