Executive Assistant

Key Skills Profile Summary

Executive Assistance

Office Administrative Services

Secretarial Operations

Project Coordination

Data Management & Presentations

Liaison & internal Communication

Meetings & Agendas

Travel Management

Reporting & Documentation

Committed Professional with nearly 14 years of experience & dedication to make lives of busy executives easier by performing as an Executive Assistant Subject Matter Expert for preparing well-researched & accurate documents, managing busy calendars and daily office tasks & supervising arrangements for conferences, meetings, event management and seminars Resourceful Professional with progressive expertise in secretarial & administrative arena; expert in making and delivering presentations on various topics Well-organized with a record of providing high level administrative support including management of office equipment, communication instruments, office automation and office administration and travel & transport Excellence in independently performing internal communication functions entailing sharing MOM, business circulars and monthly reports with maintenance of confidential documents

Broad knowledge of planning and coordination that assist management in aiming to ensure smooth and efficient flow of operation Distinguished skills of relationship management coupled with expertise in managing top & confidential files, communication material and correspondences Exceptional work ethics and capabilities to multitask; an effective communicator with excellent relationship building, writing, presentation and interpersonal skills Career Timeline

MAY JUAYMAH B. AQUINO

Executive Assistant/ Executive Secretary/ Personal Assistant Proficient in running successful method-oriented operations and taking initiatives for business excellence through process improvement and enhancement

“Targeting administrative level assignments in Business Administration/Executive Assistance preferably in Abu Dhabi and Dubai. **************@*****.*** +971*********

KEO International Consultants

Executive Assistant

2006 2007

2007 2014

2014 2015

2015 2017

2017 till date

Nahla Medical Supplies

Secretary

GHD Global Pty. Ltd.

Executive Assistant

/Document Controller

AMEC Foster Wheeler

Personal Assistant

Jacobs International Holding

Incorporated

Executive Assistant

Work Experience

Company: KEO International Consultants, Abu Dhabi, United Arab Emirates Duration: June 2017 –Till Date

Reporting to: Executive Director – Sustainability and Project Controls Position: Executive Assistant

Website: www.keoic.com

Provisioning secretarial support including management of top & confidential correspondence, document flow, screening telephone calls, attending visitors and directing various queries for the Project Controls Department. Fixing appointments, meetings & keeping meetings calendar up-to-date; preparing a synopsis of reports and presentations received from officers as well as preparing Minutes of Meetings. Providing complex travel arrangements for the Project Controls Director

(organizing business travel, visas, accommodation and transportation). Accurately tracks personal expenses by monitoring his credit cards and receipts. Processes and submits receipts accurately and on schedule. Preparing presentation material for conferences & meetings for the team. Support in arranging various events such as consulting with service providers. Preparing monthly invoice for Client/ Sub-Consultants and Distance Workers. Managing correspondence and drafting the letters; monitoring reports on monthly/weekly basis. Ensuring all back-end operational processes are managed in terms of accuracy, frequency & compliance leading to seamless service delivery. Completing operational requirements by scheduling and assigning administrative projects; expediting work results. Devising project proposals, replying to general queries, documentation of proposals, coordinating with different sections of the corporation to follow-up on various issues. Conserves time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and meetings. Resolving administrative problems by coordinating preparation of reports, analyzing data and identifying solutions.

Company: Jacobs

Duration: July 2015 – May 2017

Reporting to: Executive Project Director

Position: Executive Assistant

Website: www.jacobs.com

Manage Engineering Department Managers’ office, diaries, meetings, phone calls, incoming and outgoing mail, liaise internal and external matters, organize business trips, manage events, manage signature books and follow up regularly on all issues. Prepare agenda and distribute minutes while keeping all information confidential. Preparing & producing Weekly & Monthly project report for Higher Management. Creating, editing, and formatting correspondence and reports in Microsoft Word, Excel and Power Point. Production of documents in an array of formats, including softcopy and paper documents ensuring their timely delivery. Proofreading and editing documents when required i.e. presentations, reports and correspondence. Maintain log to control and monitor all correspondences for proper circulation of documents. Data entry utilizing Microsoft Excel spreadsheets and reports. Formulate Tender Clarification Log and assist Procurement Division in preparing Tender Bulletin issued to Tenderers. Coordinate with the Accounts Department and closely follow up payments to contractors, consultants and various companies. Planning and maintaining office systems, including data management and filing. Support the ETSD Division in all administrative and documentation functions. Maintain inventory of office supplies and equipment.

Company: Amec Foster Wheeler

Duration: March 2014 – May 2015

Reporting to: Senior Vice President Middle East

Position: Personal Assistant

Website: www.amecfw.com

Management of on-line diaries, arranging meetings and booking appointments for Senior VP in the Middle East. Provides complex travel arrangements for SVP such as organizing business travel, visas, accommodation and transportation. Arrange meeting room and video conferencing units for meetings. Monitor calls and emails and often corresponding on behalf of SVP when required. Proofs read and edit correspondence, reports, proposals and presentation in Microsoft Word, Excel and Power Point. Accurately tracks personal and medical expenses of SVP by monitoring his credit cards and receipts. Processes and submits receipts accurately and on schedule. Maintain and update contact database, tracks VIP relations and company profile. Assist the Office Manager in organizing visa, hotel bookings, and transportation for incoming new staff. Support Office Manager in arranging various corporate events such as consulting with service providers. Company: GHD

Duration: March 2007 – March 2014

Reporting to: Project Director – Project Management Position: Executive Secretary cum Document Controller Website: www.ghd.com

Support to Project Director and Project Managers in capturing/ revision of complex reports, correspondence, spreadsheets, etc. Formatting all outgoing GHD documents, including memos, letters, reports and proposals. Responsible for collating, binding and final production of reports and proposals. Handling correspondence as directed including, but not limited to: proof reading, copying, scanning, emailing, document editing, report preparation and distribution. Assisting Project Managers with editing of reports and proposals. Maintaining high awareness of all project deadlines and schedules to ensure early on or time completion. Create and maintain tracker for drawing approval. Record keeping of incoming/ outgoing correspondence to various consultants/ contractors and maintain proper records for all documents. Remove superseded drawings / technical data and replace with current data in the Project Data System. The drawings and technical data are issued to the project team for review and implementation. Working as team within the office; providing proof-reading, quality control and assisting team members as needed. Maintaining all electronic and paper filing system as per ISO Standards. Perform general office duties associated with office equipment and supplies as well as mail distribution. Reliever and assist Reception Area during lunch hours. Answering phones, greeting clients, establish conference calls, assist clients and Project Management staff.

Company: Nahla Medical Supplies

Duration: May 2006 – March 2007

Reporting to: Office Manager

Position: Secretary

Website: www.nahlamed.ae

Provide administrative support for staff. Prepare correspondence and reports as required. Follow up sales orders specifically with the deliveries and payments. Acted as a front line officer for guest and entertain any queries. Receive and dispatch all incoming mail and ensures timely distribution of memoranda among all the staff. Significant Accomplishments:

Proved excellent capabilities in managing cost by assisting the Accounts Department in handling petty cash fund at Nahla Medical Supplies.

Executed and implemented efficient database of forms, letters and documents which increased distribution and action from different division in timely manner with GHD. Provided executive level support to SVP and Project Director at a time and performed organizational and executive assistance functions.

Maintained multidimensional complex calendar events and created highly effective organized filing system which resulted into efficient documentation.

IT Skills

MS Office (Word. Excel, PowerPoint), Outlook

Adobe Professional

Visio and Aconex

Internet Applications

Lotus Notes

SharePoint

Academic Details

Certified Business Administration from Infonet, Dubai, United Arab Emirates in 2014 B.Sc. (Commerce - Banking & Finance) from Baguio Colleges Foundation, Baguio City, Philippines in 2003 Personal Details

Date of Birth: 10th May 1983

Languages Known: English & Tagalog

Address: 802, Red Tag Building, Najda Street, Abu Dhabi, UAE

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