Executive Secretary / Admin. Assistant (Human Resources)
Bon Voyage Qatar Travel
Total years of experience :25 years, 4 Months
Executive Secretary / Admin. Assistant (Human Resources)
Managed General Manager’s complex and frequent changing travel arrangements and coordinate pre-planning of trips/ itineraries.
Managed General Manager’s calendar/ schedule, including setting up meetings and scheduling appointments.
Prepared and reconciled receipts and draft travel expenses reports
Maintained strict confidentiality with sensitive information, financial documents, records and personal matters.
Relay information’s, directives, instructions and assignments to staff
Received and screened incoming telephone calls, parcels, and visitors
Monitored email and replied on behalf of the General Manager on related issues
Drafted correspondence, conducted online research, and data collection
Prepared meeting agendas and collect related material
Presentations and charts preparation to be used for seminars and conferences.
Reviewed and proofread documents for General Managers’ signatures
Oversee office budget and recommendations on office expenditure
ADMINISTRATIVE ASSISTANT / HUMAN RESOURCES FUNCTION
** Recruiting and Staffing**
Checked recruiting requirements by studying organization plans and determines applicant requirements by studying job description, job qualifications, and the job offer.
Builds applicant sources by placing job advertisements (company website, job sites, newspaper, and social media)
Evaluated and assessed applicants’ relevant knowledge, skills, and job experience.
Conducted initial Interview and short-listing potential candidates
Gathered all required documents of newly hired staff for visa processing
Booked flight tickets as well as arranging company’s accommodation for newly hired (if needed)
Scheduling new staff for orientations (Company Policy) / seminars & training (if needed)
**Employee Relations**
Keeps all employees records (201 files)
Monitored and issuance of employees disciplinary actions
• Conducted investigations and makes recommendations for resolution.
**Compensation and Benefits**
Assisted hiring managers with the writing and updating of job descriptions
Conducted annual employees performance evaluations and appraisal
Keeps all employees records (201 files)
Monitored employees
• Daily attendance and overtime
• Absenteeism/ leave applications and entitlement
• Travel schedules and expenses
• Working visa and medical Insurance renewal
• Other employees benefits
Monitored the facilities provided to staff (staff accommodations and transportation), handles maintenance requests/ complaints and regularly inspect Company’s accommodation to ensure that company policy and local regulations are followed
Purchased office expenditures such as equipment, pantry, and office supplies. Ensures that all operational equipment, computers, other administrative and operating supplies, assets are maintained in excellent conditions
Other duties (SALES/ OPERATION)
Assisted in visa’s application (filling application form, requirements preparation and Embassy appointment)
Handled issuance of:
• International Driving License
• Travel Insurance
Hotel Reservations (occasionally)
• Assisted customers with planning and booking reservations. (Hotel, car rentals
• Issuance of hotel voucher
• Changed or cancelled reservations at the request of customers. This includes explaining to the clients the about hotel policy and reservation restrictions.
• Answered and respond to customers on reservation inquiries
• Promoted hotel deals, services and special offers
• Handled customer feedback and complaints
Provided direct administrative support to company’s Vice President (Sales & Marketing)
Studied and review trends/ market, making of strategic sales action programs by developing sales action plans, implementing production, productivity, and customer-service standards and system improvement.
Consolidation of sales and inventory and bar codes
Prepared memo, incentives, pull-out/ transfer of items
Consolidation in / out memorandum and disseminate the same to the respective department head
Followed through of deliveries to warehouse/ logistics
Store/ area visits to closely monitored and coordinates with Sales/ Store Manager re
Requisitioned/ allocation of stocks and deliveries
Monitored stock level (availability of all styles, size, colors)
Pulled out / transferred of stocks
Determined which items/ product are fast or non-moving.
Requisitioned of stores office supplies.
Requested and secured government/ mall permits for store/ boutique opening, renovations, and promotions
Monitored store expenses and requisitioned of payment cheques (rent, telephone, utility expenses, and mall commission)
Prepared job descriptions, job analysis, and job evaluations
Ensured that compensation practices are in compliance with current labor law
Developed a consistent compensation level in line with work/ position
Collected employees information, such as daily attendance, overtime and calculate employees working hours
Time keep all 1000+ employees and make sure that all employees time are correct vs. payroll
Monitored all absenteeism/ tardiness/ leave applications of all employees
Assisted and processed the Government Mandatory Benefits such as Social Security System (SSS), PAG-IBIG Housing Fund, PhilHealth and Health Insurance coverage
Received and screened incoming calls and visitors determines which are priority matters, and alerts the administrator or executive accordingly.
Monitored and received of all incoming/ outgoing letters and parcels.
Assisted the Admin. Manager with their meetings and other office works such as filing and encoding
Monitored departmental materials and supplies and orders as needed.
Obtained client information by answering telephone calls; interviewing clients; verifying information about pirated software such as MICROSOFT, LOTUS, ADOBE, and AUTOCAD.
Created and maintained customer call logs
Escalate calls to relevant departments when required
Received the highest grade of 1.00 for my internship at Philippine Long Distance Telephone Company.
1995 MS Windows 95' (1 summer course) ADDITIONAL QUALIFICATION ✓ Computer Literate (MS Word/ Excel/ PowerPoint, E-mail (MS Outlook, Internet) ✓ Knows to operate office machines like telephone, fax, photocopier
General Average