Executive Assistant Manager

ABIGAIL GERTRUDE C. LLAMAS

** ******* ******, ************* *******

Parañaque City

Mobile number: (099*-***-****

E-mail: ac69gh@r.postjobfree.com

Work History

May 29, 2017 – Present. Working as Administrative & HR Manager for Friendlysoft Technology Inc.

• Supervising day-to-day operations of the administrative department

• Procurement of office requirements

• Organize and maintain personnel records

• Update internal databases (e.g. record sick or maternity leave)

• Prepare HR documents, like employment contracts and new hire guides

• Revise company policies

• Liaise with external partners, like insurance vendors, and ensure legal compliance

• Answer employees queries about HR-related issues

• Payroll processing

December 14, 2016 – June 15, 2017. Worked as Executive Assistant to the Country Managing Director (CMD) at Panalpina World Transport (Phils.), Inc.

• Prepares correspondences, reports, presentations for the CMD.

• Calendar Management.

• Makes travel arrangements. Coordinating flights, accommodations and other itinerary specifics.

• Prepare expense reports for reimbursement.

• Completes projects and special assignments as directed by the CMD.

• Taking of minutes of the meeting.

• Events Management.

• In charge of procurement of pantry supplies, office supplies and small equipment, events supplies, etc...

• In charge of facilities management.

• In charge of logistics for visiting Global and Regional staff.

• Processes billing statements of mobile and trunklines of the office. September 4, 2015 – February 29, 2016. Worked as Executive Administrative Manager at QBE Group Shared Services Limited – Philippine Branch. This position performs a full range of administrative and executive support duties for the Executive General Manager and also manages the Executive Assistants of the other Management Team. Responsibilities include:

• Performs a variety of administrative and executive support tasks which may be highly confidential and sensitive.

• Coordinates office management activities and office visits.

• Research, compiles, assimilates, and prepares confidential and sensitive documents and briefs the executive regarding contents.

• Reads and screens incoming correspondence and reports, makes preliminary assessment of the importance of materials and organizes documents, handles some matters personally, and forwards appropriate materials to the executive and staff.

• Receives and screens incoming calls and visitors,

• Composes letters and memoranda in response to incoming mail or calls.

• Plans and coordinates arrangements for professional conferences.

• Reviews, proofreads, and edits documents prepared for signature.

• Participates in and may coordinate committees or task forces, as assigned.

• Establishes and maintains various filing and records management systems.

• Makes domestic and foreign travel arrangements, prepares itineraries, prepares and compiles travel vouchers, and maintains all travel records.

• Arranging Management Team meetings (including client meetings) and minuting where required

• Day-to-day management of the EGM’s diary and meeting schedule and liaison with the EGM’s diary

• Perform other duties as assigned.

January 30, 2012 – September 5, 2015. Worked as Executive Assistant to the Managing Director and Contracts Administrator at SAP Philippines, Inc. Reports directly to the Managing Director for Philippines. Responsibilities include:

Executive Support

• Prepares correspondences, reports, presentations for the MD.

• Manages MD’s schedule.

• Makes travel arrangements for the MD, coordinating flights, accommodations and other itinerary specifics.

• Prepare MD’s expense report for loading in ISP for SAP reimbursement.

• Completes projects and special assignments as directed by the MD

Sales Support

• Acts as Contracts Administrator.

• Sends contracts both to SAP and clients for their signature.

• Uploads Direct Orders in CMS for order booking.

• Distribute software CDs to the clients.

• Files and maintains Direct Deal contracts.

• Prepares RFP and RFI documents for the AEs.

• Prepare Sales Director’s expense report for loading in ISP for SAP reimbursement.

• Arranges meetings, trainings and client presentation (food, venue, etc

Administrative Support

• Custodian for the SAP PH Corporate Cards and Petty Cash for purchase of airline tickets, pantry supplies, office supplies and small equipment, event supplies, etc...

• Requests Purchase Order in SRM for various office requirements.

• Prepares, submits and maintains accreditation documents.

• Arranges internal corporate functions (i.e. Christmas Party, Coffee Corner Sessions, etc

• Administrator for AMEX Corporate Card Program

November 14, 2011 – January 30, 2012. Worked as Office Manager (Consultancy) at Ardent Capital/Estelle Holdings. Reports Directly to the CEO. October 12, 2009 – September 30, 2011. Worked as Administrative Manager/Office Manager at Winace Holdings Philippines. Reports directly to the Chairman. Responsibilities include:

• Heads the Central Administrative Unit

• Processes Business Permits and BIR Certificate of Registration

• Design and implement office policies

• Fleet Management

• Establish standards and procedures

• Organize office operations and procedures

• Handles all office billing statements

• Supervise office staff. Assign and monitor clerical and secretarial functions

• Evaluate staff performance

• Coaching and disciplining staff

• Control correspondences

• Review maintain and approve supply requisitions

• Liaise with other agencies, organizations and groups

• Maintain office facilities and equipment

• Recruit and select office staff

• Orient and train employees

• Provide on the job and other training opportunities

• Arrange events and travel arrangements

• Acts as Head Executive Assistant to the Chairman February 2, 2009 – July14, 2009. Worked as Executive Assistant at Comglasco AG. Duties include handling of Operations of Mindanao Branches (Cagayan de Oro, Davao, General Santos and Zamboanga) and Congressional Avenue branch. Operations include:

• Monitoring of Sales and Operational Expenses of the branches

• Review of Cash Advance Requests and Liquidations

• Scheduling of deliveries of stocks to clients

• Review of forecast of stock requisition

• Monitoring of inventory of stocks at the warehouse Handled the Administrative Department at the head office which includes:

• Fleet Management of Nationwide Branch Vehicles which includes registration, maintenance and distribution of vehicles in the branches

• Facilities Administration of Head office

• Nationwide processing and monitoring of Utilities Billing Statements

• Distribution of Office Supplies for Metro Manila branches October 16, 2000 – December 31, 2008. Worked as a Business Services Center Coordinator and Program Assistant for Visiting Missions at The World Bank Office Manila. Duties include providing administrative and logistical services to Visiting Missions; supervision of the BSC’s functional units (Visiting Missions, Manpower and General Services & Facilities Administration); compliance of BSC users to BSC policies and WBOM procedures; monitoring BSC workload, service demand, and resources; supervision of outsourced staff (Events Organizer, Secretary, Office Assistants, Facilities Administrator and Drivers), coordinating with the contractors (JCCI and CBRE) and coordinating with various suppliers; visa processing for all staff; issuing of travel clearances for trips outside Manila and processing of DFA documents for expatriates. Member of the WBOM Incident Management and Security Management Team. The services of the BSC are categorized into the following general areas:

• Secretarial and clerical services: quick editing and printing requirements, sorting of documents, sending fax messages;

• Events organization/logistics services: sending invitations, making follow up calls, conference and function management/room reservations, coordination with external suppliers, etc.;

• Communications: courier and messenger services, handling of mail, quick message handling;

• General Services: management and dispatch of Bank vehicles, car hire, issuance of office equipment and supplies, first hand supervision of contractual utility staff, security guards, and overall upkeep of Bank facilities;

• Document reproduction and transmission services: photocopying, faxing, printing, binding, and scanning requirements;

October 1998 – August 2000. Worked as a Secretary of the Head of the Section at the Royal Embassy of Belgium, Development Cooperation Section. Duties include providing administrative, logistics and secretarial services to the First Secretary; in charge of screening of scholarship applicants and checking of the monthly expenses of the BIARSP Zamboanga Project.

August 1996 – June 1998. Worked as a Showroom Supervisor at U-Bix Corporation. Duties include ensuring the smooth operations of the 3 showrooms (Makati, Pasig and Alabang); computes the commissions of Sales staff. During the last 3 months, I acted as the President’s Executive Assistant.

September 1995 – July 1996. Worked as an Executive Assistant at Chanel Limited Regional Headquarters. Duties include assisting the General Manager (GM) for Fashion

& Beauty Products in developing the marketing plan and budget, and providing administrative, logistics and secretarial service to the GM. March 1993 – September 1995. worked as a Business Center Secretary at the Makati Shangri-La Hotel. Duties providing administrative, logistics and secretarial services to hotel guests.

November 1991 – February 1993. Worked as a Public Relations Coordinator at the Philippine Village Hotel. Duties include conceptualizing various promotional activities. Education

(1985-1991) Graduated with a Bachelor of Arts Degree major in Political Science minor in French at De La Salle University

(1974-1985) Graduated Elementary and Secondary education at St. Paul College of Pasig Seminars Attended

May 2008: Fundamentals of WBGeConsultant, ACS - Critical Analysis for Effective Presentations and ACS - FOUNDATIONS OF LEADERSHIP I: Bringing out the Best in Staff held in Washington, D.C.

July 2006: Avian Flu (AI) Business Continuity Workshop held in Bangkok, Thailand May 2006: EAP-SAR ACS Advanced Program I & II Training held in Bangkok, Thailand April 2005: Building Your Skills for Working in a Team-Based Environment held in Hanoi, Vietnam

April 2005: Critical Thinking held in Hanoi, Vietnam December 2004: UN Security Awareness Training held in Manila April 2003: EAP-SAR ACS Integrated Operational & Technology Skills held in Bangkok, Thailand

April 2002: Anti-Harassment Briefing held in Manila April 2002: Integrity Awareness Seminar held in Manila July 2001: Enterprise Desktop 3 (ED3) Training held in Manila June 2001: Ordering Office Supplies through Intranet held in Washington, D.C. May 2001: EAP Record Management Training held in Washington, D.C. April 2001- June 2001: Developmental Assignment at the Philippine Anchor Unit in Washington, D.C.

Special Skills

Proficient in use of Microsoft Word, Excel, Power Point, Outlook, Lotus Notes and SAP. Personal

Born November 16, 1967 in Manila. Filipino, single, and fluent in oral and written English and Filipino.

References

References Available upon request.

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