Executive Assistant - (August 01, 2012 – Present)
Knight Frank UAE Ltd.
Dubai, United Arab Emirates
• Office branding and maintenance of KF image
• Responsible for arranging and overseeing photography, floor plans, EPC, brochures and advertising of properties.
• Typing of all correspondence: emails, reports, letters, minutes, schedules, forms, tender documents etc
• Audio: reports, correspondence, memos, minutes, schedules, mail shots
• Prepare reports, agendas and papers for meetings
• Preparing presentations using PowerPoint.
• Pitching documents – assist in drafting and collating pitching material.
• Ensuring all paper and electronic filing is carried out on a regular basis to maintain an up to date filing system
• Archiving, Photocopier & toners, Other office equipment – e.g. fax machine & Stationery
• Coordinating all incoming and outgoing mail
• Office meetings – weekly & monthly agendas
• Corporate travel arrangements & booking
• Ensure that all properties are uploaded unto Property Finder, RPS and all web portals
• Create basic brochures, banners, data through Vuture, and Exact Target mailer
• Maintain client database through ICON
• Responsible heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, agencies and suppliers to coordinate a variety of complex executive meetings
• Assist the Directors by maintaining effective electronic and physical filing system of relevant information for all contacts; clients and reports, agreements
• Ensure all standards, processes and procedures for mail outs are followed
• Organise business generation events/functions.
Personal Assistant duties
• Diary management - Full control and maintenance of diaries, making appointments and arrangements for all meetings with clients and colleagues
• Email management
• Document preparation
• Audio/Copy typing letters, memos, minutes, schedules
• Filing/archiving, photocopying and confidential waste disposal
• Organisation of meetings and viewings
• Client management
• Deal with clients visiting the office in a polite, helpful and confident manner
Office Administrator / Executive Assistant - (October 9, 2011 – June 7, 2012)
Mars GCC
Dubai, United Arab Emirates
Office Administrator duties:
• Co-ordinate and ensure that an effective, efficient and clean office environment is maintained for Mars GCC Site.
• To coordinate local site projects as appropriate. Includes office refurbishment and desk moves.
• Supervise the Reception duties (coordinate the services of reception service providers and office support to ensure that an efficient reception and mail service is maintained)
• Co-ordinates desk moves according to the defined process and only after approval by the Workplace Effectiveness Manager. Manages all new joiners for desk allocation.
• Co-ordinate the Reception team to ensure adequate supply of stationery, Medical supplies and refreshments stock levels are maintained.
• Coordinate all cafeterias operational related services including supervising of service provider.
• Ensure that team standards and processes are maintained, working with Client Manager for Office cleaning and Commercial
• Liaison and day to day management of outsourced companies: Abela & Transguard
• Holiday cover for other Assistants
• Basic administration support for Regional Team and event management
• Maintain the confidential safe filing system for critical documents and provide confidential administration support
• Monitors the quality of delivery of Workplace Effectiveness’ third party service provides to the site. Escalates issues and provides feedback to the Workplace Effectiveness Manager for the service concerns. Takes site based action on request of the Workplace Effectiveness Manager
Cafeteria
• Co-ordinate with service provider to ensure that an efficient cafeteria service is maintained.
• Monitors the quality of delivery of service provider through Surveys bi-annually and escalates issues to the Commercial Department and provides feedback to the Workplace Effectiveness Manager or R & D for the services concerns.
Principal Accountabilities as Executive Assistant
• Prioritize and manage the executive’s functions and daily activities, managing their schedule, dealing with calendar issues.
• Practical Arrangements: travel reservations, handling expenses, making appointments, arranging meetings.
• Secretarial Functions: receiving, composing and editing letters, memoranda and general correspondence, taking and distributing minutes of meetings, managing records, maintaining contacts / rolodex.
Pricing / Accounts Payable Coordinator/ Master Data SPOC (May 01, 2008 – October 6, 2011)
PROCTER & GAMBLE GULF FZE
Dubai, United Arab Emirates
• as Pricing Coordinator: prepared price structures for analysts’ review; successfully migrated PSs to new format for Saudi-based categories; prepared master data files for all Saudi PSs for steam uploads and approvals with PS; dispatched approved PSs to distributors; drafted communications -- transmittal, acknowledgment receipt, replies on queries/issues/requests; monitored all PS dispatches, receipts and followed up on not returned documents; maintained files; checked with respective analysts, logged comments and provided feedback on price related queries received; organized monthly tracking report on all processed, dispatched, returned and not returned PSs for performance compliance monitoring.
• as Accounts Payable Coordinator: verified credit/debit-note claims from distributors against commercial invoice, Price Structure and system price; retrieved from Master Data the system pricing; liaised with respective analysts for confirmation of price difference claims and uploaded for steam approvals; tracked and provided feedback to originators.
• as Master Data SPOC (Single Point of Contact): Request the Activation, Costing and Pricing for a specific product code via Tracking file, Provide correct Vendor and Sourcing plant of Shipments after product maintenance, Send all the requests to Master Data - Warsaw Poland via Share point for final maintenance to be able to ship all products to all source.
Secretary/Client Services In charge (July 5, 2006 – April 30, 2008)
Touchwood Investments Ltd. Dubai, UAE
• Provides secretarial and clerical supports to the Branch Manager
• Serve as the primary administrative support to an executive office by performing a wide variety of highly complex, responsible, and confidential office technical clerical and professional administrative duties for the General Manager.
• Respond to complex inquiries for information from the Senior Staff and refer to other staff where appropriate
• Attending and routing phone calls and responded to email or fax inquiries
• Coordinate/make travel, meeting, conference arrangements; maintain appointment schedules/calendars.
• Maintain and/or oversee executive office employee records including time cards, payroll, evaluations, memoranda etc.
• First in line assistance for Customer Service
• Maintain efficient filing system
• Handle some accounting files such as Petty Cash, Payment Vouchers, Payroll, Cash Receipts & Sales Journals
• Responsible in the Monthly Sales Journal and Daily Sales Reports
• In charge of Sending and receiving Couriers
• In assistant for the Clients Annual Fee Collection and issue Telegraphic Transfer for the Payment
Secretary/Receptionist (October 5, 2005 – June 30, 2006)
Al Selsal General Trading LLC, Dubai, UAE
• Provides secretarial and clerical supports to the Managing Director
• Coordinate office activities and schedules; perform or oversee executive office clerical duties such as filing, distributing mail, and typing and/or creating a wide range of letters and other material.
• Recommends actions to be taken on office expenditures such as equipment and supply needs.
• Operates standard office equipment including a computer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment
• Receives incoming calls, announces callers, takes messages and/or refers caller to appropriate sources
• Channel incoming calls to concern parties accordingly
• First in line assistance for Customer Service
• Maintain efficient filing system
Account Executive (August 17, 2004- June 30, 2005)
Information Technology Supplies Dist. Inc. (ITSDI) Philippines
• Generate Sales on HP (Hewlett Packard) Supplies such as HP inks, HP toners and some of the media papers i.e. special paper, photo paper and glossy paper.
• Attends HP’s monthly update Seminars and Trainings
• Answers phone inquiries and introduce products, as the company is the only HP Supplies Distributor in whole Visayas and Mindanao Region in the Philippines.
• Prepare Daily Client Call Reports
• Prepare Daily and Monthly End Sales Funnels
• Conduct meetings and training prior to new product update
• Coordinate office activities and schedules; perform or oversee executive office clerical duties such as filing, distributing mail, and typing and/or creating a wide range of letters and other material.
Marketing Coordinator (April 7, 2003- August 15, 2004)
Handumanan Development Corporation, Philippines
Front Desk Officer /Receptionist (November 8, 2001-March 31, 2003)
Linmarr Apartelle Davao City, Philippines
EDUCATIONAL BACKGROUND:
Degree: Bachelor of Science in Commerce Year Graduate: 2001
Major in Marketing
Holy Cross of Davao College
Davao City Philippines
