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Office Assistant

Dubai, Dubai, United Arab Emirates
10000 AED
May 15, 2018

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Ma. Jasmin Absin Cabatuan

Personal Assistant

Mobile No. +971********* Email:

Address:: The Gardens, Dubai, United Arab Emirates

Position Applied: Receptionist

A highly determined individual with 19+ years’ progressive experience working in a secretarial, administration, human resources and technical role. Track record of handling administrative, clerical and technical functions with professionalism. Possess great capability to make decisions, hands-on experience of using diplomacy and discretion while handling confidential information.

Key Skills and Expertise

Calendar/Diary maintenance

Filing & data entry

Records organization

Letter & memo preparation

Database management

Collecting & data interpretation

Project Coordination

Recording minutes

Spreadsheets & reports

Meetings & events planning

Research & data analysis

Department Coordination

Handling phone calls

Travel arrangements

Staff Administration

Visa processing

Supplies management

Computer proficient

Synopsis of Achievements

1. Trained 2 technical assistant professionals to be assigned in our Oman office and 1 secretary to join the other department.

2. Set up and creating system for the technical data library, which enables the team to easy access of the data required saving the data from lost or ruined which saved millions of dollars.

3. Created several presentations and charts for executives’ use during board meetings, seminars and conferences.

4. Provides and created the format of the daily operations summary for the executives and technical team for Japan, Dubai and Oman offices.

Professional Experience

Mitsui Exploration & Production Middle East Limited, Dubai UAE

Apr. 2010 to Jun. 2016

Personal Assistant

1. Coordinates daily office and diary management to aid the executives.

2. Oversee the company-wide travel requests arrangements requests and meeting events.

3. Drafting memos, prepare business correspondence and mails for executives signature.

4. Organize and coordinate meetings internally and externally, attend as well as take minutes as requested.

5. Maintenance of electronic filing system and hard copy for the office library.

6. Coordinate with the HR pertaining to salary certificate, employment offer, NOC and other requests by the employees

7. Support HR in the maintenance of employees’ record, track leaves /leave requests and follow up with job performance reviews.

8. Review/recommend medical insurance plans and process the adding/deleting of staff.

9. Coordinates and monitor the courier for the dispatch of different companies documents.

10. Generates the executive's expense reports and invoices regularly.

11. Process companies suppliers credit facility such as hotel, travel agency, car rental etc.

12. Requests for price quotation and process the purchasing of office types of equipment, furniture, and supplies.

13. Assist and proofreads in producing reports, powerpoint presentations, and charts.

14. Maintains strict confidentiality on a sensitive level of information.

15. Monitors and works with JV operators: reports, logs, soft copies other documents.

16. Creates well information and uploading final data SMT databases such as surveys and data logs.

17. Updates well summary reports and well test data in preparation of weekly reports.

18. Produce daily operations summary and the daily production status data (Dubai, Oman and Japan Office).

RAK Petroleum Technical Services Ltd, Dubai UAE

Dec. 2005 to Mar. 2010

Technical Assistant cum Document Controller

1.General maintenance and organization of the technical office library.

2.Filing and maintain control of records to verify completeness and accuracy of data.

3.Manage archival activities for controlled documents and validation files, organize copies of physical documents.

4.Coordinate the activities of document control including distribution, tracking, and reporting of documents.

5.Well and seismic database management and listing database.

6.Data manipulation and graphing.

7.Assist in preparation of technical data in request of partners and contractors.

8.Coordinates with the other departments with regards to present and upcoming projects.

9.General assistance to the Geology and Geophysics Dept. and Drilling Dept.

10.Minor artworks include preparation of special functions, financial reports, marketing brochure and company profile

Fugro Middle East, Abu Dhabi UAE

Jan. 2004 to Dec. 2005

Senior Secretary cum HR Assistant

1. General assistance and support the entire office operations of the executive.

2. Diary management, organize travel arrangements, arrange meetings and conferences.

3. Screens incoming calls & emails, compose business correspondence and takes minutes of meetings as and when required.

4. Maintains various filing & records of management systems.

5. Prepares and handles tender inquiries, company profile for the submission of proposal to different clients

6. Handles routine administrative tasks such as purchases, inquiry, requisition of office supplies, keeping track of all printed stationeries and maintenance of office equipments.

7. Act as liaison/coordinator for Abu Dhabi Branch to Dubai Main Office.

8. Provide general assistance to the Geotechnical Engineering Dept. for both geology and engineers in preparation for the final report, from the preparatory stage to the submission of final report to clients.

9. Assist in the preparation of final engineering reports are processed for office in a timely manner.

10. Supports the geology engineers in logging and laboratory results for the respective projects.

11. Maintains and updates the project status of all the on-going projects for Abu Dhabi.

12. Assist in the new hire application process for Abu Dhabi office, includes background check and contacting previous employers.

13. Process recruiting and staffing documents relating to job applicants and new hires

14. Ensures that the Finance Department receives the proper paperwork to pay employees.

15. Administer the preparation of documents for licenses, working permits on site, working visa and insurance for personal.

16. Maintains employee information by entering and updating employment and status-change data.

Global Systems Interconnect Inc., Cebu City Philippines

Nov. 2000 to Jul. 2003

Administrative Officer

1.Oversee the administrative aspects of the company such as office needs, employee’s leaves and schedules, company’s payroll, petty cash, accounts receivable/payables and bank transactions.

2.Prepare data sheets, documents, charts, and graphs in the form using MS Office Applications.

3.Responsible for collating data from various departments in preparation for the monthly management meeting.

4.Coordinates, facilitate and updates the executive’s calendar, preparing domestic & foreign travel arrangements for executives and their respective schedule.

5.Investigate, gather, incorporate and prepare confidential & sensitive documents and briefs executive for the contents.

6.Updates executive on the status of issue and projects before the scheduled meetings.

7.Performing a variety of executive support tasks that may be highly confidential and sensitive in nature as assigned.

8.Takes and transcribes dictations on technical and confidential matters from the executive as required.

9.Recommends actions to be taken on office expenditures such as equipment and supply needs and assist the annual budgets of the office.

10.Reads and screens incoming emails, correspondence, and reports, makes the preliminary assessment of the importance of materials and organizes documents; handles matter personally and forwards appropriate materials to the executive and staff.

11.Updates executive on the status of issue and projects before the scheduled meetings.

12.Ensuring that all correspondence and reports are processed for office in a timely manner

13.Establishing and maintains various filing & records management systems.

ISLACOM Telecom Inc., Cebu City Philippines

Jan. 1996 to Aug. 2000

HR Assistant

1.Arranges job posting, notifies qualified candidates of open positions, addresses their concerns and schedules interviews.

2.Verifies employment eligibility by performing background check and contacting previous employers.

3.Process recruiting and staffing documents relating to job applicants and new hires

4.Welcomes new employees to the organization by conducting orientation.

5.Ensures that the Finance Department receives the proper paperwork to pay employees.

6.Administer benefits programs, such as health insurance and retirement plans, also assists in opening as per governments requirements.

7.Maintains employee information by entering and updating employment and status-change data.

8.Provides secretarial support by entering, formatting, and printing information; organizing work; answering the telephone; relaying messages; maintaining equipment and supplies.

9.Maintains employee confidence and protects operations by keeping human resource information confidential.

10.Maintains technical knowledge by attending educational workshops and trainings.

11.Contributes to team effort by accomplishing related results as needed.


Southwestern University, Cebu City, Philippines


Masters in Business Administration

University of San Carlos, Cebu City, Philippines

October 1995, Graduate

Bachelors of Science in Business Administration


Filipino (Native) : Excellent in both speaking and writing

English: Excellent in both speaking and writing

Computer Programs

1. Proficient in Microsoft Office package (Word, Excel, Power Point, Outlook, Access).

2. SMT Kingdom (Basic)

3. Oil Field Management (Basic)

4. PetroSys

5. AutoCAD

6. Adobe Photoshop and Illustrator

7. Gint Program

8. Inmagic DB Textworks Data Management

Trainings and Seminars

1. MS Office 2007 Advance - INFORMATICS Training Centre - January 14 to 17, 2008

2. Fundamentals of Oil and Gas Exploration & Drilling - Petro Search - Nov. 28 to 30, 2006

3. Mastering AutoCAD 2006 - OMINIX International - January to February 2006

4. Adobe Photoshop and Illustrator CS2 Version - Dubai Cultural Scientific Institute - 14 April to 19 May 2006

5. SMT Kingdom Database - July 2010

6. Oil Fields Management (OFM)– Schlumberger - 15 to 17 August 2011

7. Basic Drilling Technology –Petro Skills - 23 to 27 June 2013

Personal Profile:

Date of Birth: 14 September 1972 Nationality: Filipino

Place of Birth: Cebu, Philippines Passport No.: P2331913A

Status: Single Visa Status: Visit Visa

Gender: Female UAE D/L No: 1121363


Upon Request

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