Office Administrative Assistant

CATHERINE YAGAYA

SECRETARY / ADMINISTRATIVE ASSISTANT

055******* **********@*****.***

Dedicated and focused Secretary with 21 years of administration experience in multi industry environment, excels in prioritizing completing multiple tasks, while handling in person inquiries from client and staff. Excellent written and oral communication skills with strong commitment and high level of confidentiality fast learner, with strong ability to work independently. ACHIEVEMENTS

• Streamlined daily operations by preparing memos, correspondence, managing files records and providing inventory documents, increased productivity.

• Cultivated excellent long-term relationships with clients, maintaining ongoing communication and facilitating solutions to address concerns.

• Successfully coordinated work flow among the staff. Prioritized and delegated tasks, provided motivation and direction to create a positive work environment.

KEY SKILLS

• Organization and Filling

• Written and verbal communication

• Documentation

• MS Office Proficient

• Problem Solving

• Communication skills

• Dedicated team player

• Multi-tasking

• Reporting Skills

• Managing Processes

PROFESSIONAL EXPERIENCE

Nation Hospital, (U.A.E.) Oct. 2016 to Present

Administrative Assistant/Secretary: Reporting directly to the Director of Facilities and Biomedical Engineering Department. I performed administrative and office support for the entire department. Providing office services in addition to the following duties:

• Organized the scheduling of meetings; distributed minutes for them.

• Performed various secretarial/clerical duties such as preparation of draft letters, documenting, photocopying, mailing, and organizing filing system.

• Managing transportation requests.

• Answered telephones and transferred calls to appropriate staff members

• Sorted and distributed incoming communication data, letters and emails.

• Coordinated agendas for meetings with other departments.

• Maintained the office database for the Facility Department such as operation maintenance manuals, maintenance reports, vendor contracts, service agreements and department policies.

• Implemented administrative policies and procedures for the office.

• Filed and recorded company and project documentation, electronic files, and reports. SECB, (U.A.E.) Nov 2013 to Sep 2016

Project Secretary: Assisted project engineers in developing and maintaining project documentation including drawings, specifications, meeting minutes, transmittals, requests for quotes, vendor submittals, comments, reviews and approvals, and other project documentation in addition to the following duties

• Performed various secretarial/clerical duties such as preparation of draft letters, documenting, photocopying, faxing, mailing, and organizing filing system.

• Answered telephones and transferred calls to appropriate staff members.

• Sorted and distributed incoming communication data, including faxes, letters and emails.

• Interacted with organizational staff, executives, clients, and visitors on daily basis.

• Organized the scheduling of meetings; distributed minutes for them.

• Coordinated agendas for meetings with visitors and clients, weekly schedules,

• Maintained the office database – retrieved and organized information for individual employees and clients.

• Implemented administrative policies and procedures for the office.

• Filed and recorded company and project documentation, electronic files, inventories and reports. Samsung C&T (U.A.E.) Oct 2007- Oct 2013

Project Secretary: As a member of the administration department, I performed administrative and office support activities for multiple supervisors, providing office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects, supported the engineers in developing and maintaining projects documentation in addition to the followings:

• Communicated with the support team and implemented the organization’s operational guidelines, standards and policies.

• Prepared and organized paperwork and other materials as needed for meetings, conferences.

• Maintained office scheduling and event calendars.

• Composed, typed, and distributed meeting agendas and minutes, routine correspondences and reports.

• Handled incoming mail and office filing systems.

• Collected and coordinated the flow of internal and external information.

• Managed office equipment and office space.

• Established the administrative work procedures for tracking staff’s daily tasks EDC (Philippines) June 1996 -June 2007

Purchasing Coordinator

Performed the accreditation of vendors that complies with the standard of the company. Ensure that the vendor suited the company budget and can supply good materials on the specified delivery schedule. Duties and Responsibilities:

• Mainly responsible in analyzing proposals and negotiating price, terms, and conditions of suppliers.

• Reviews and analyzes the financial condition and technical expertise of offers.

• Evaluates proposals and recommends the selection of suppliers to be awarded on a requirement.

• Analyses competitive bids and request for quotation.

• Accredits possible suppliers needed for various requirements.

• Maintains accurate records and documentation on all purchases, contracts, correspondence and related documents.

• Recommends improvement through more efficient procurement methods such as standardization and value analysis.

• Canvass of office supplies, office machines and other office related requirements.

• Prepares request for quotations and purchase orders.

• Updates and monitors delivery of ordered items.

• Handling cash advances and petty cash fund for purchasing department.

• Maintains filing of purchase orders, quotations correspondence, and other related documents. IT: MS Office (Word, Excel, PowerPoint), Internet and office equipment. Language: English, Tagalog

Bachelor of Science in Computer Science, Emilio Aguinaldo College 1996, Philippines Personal Data: 1974, Philippines, Single

Training and Courses

• Business Communication Workshop.1999

• Facilitation Training Workshop. 2000

• Heart at Work Program. 2000

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