Executive Secretary / Executive Assistant

MARIE JUNE PENA

Email: **************@*****.*** I Mobile No. +974-****-****

Visa Status: Resident Work Visa

Career Objective:

To obtain a long-term career goal that will enable me to utilize my skills and experience in an established organization.

Personal Information:

Date of Birth: 26 June 1979 / Philippines

Gender: Female

Marital Status: Single with 1 Child

Nationality: Filipino

Address: Madinat Khalifa South, Doha Qatar

Skills and Capabilites:

Computer literate performer with extensive software proficiency covering wide variety of applications such as knowledge in Microsoft Office Word, Excel, PowerPoint, Visio, and Outlook.

Ability to handle change and adapt to new situations.

Proven relationship builder with excellent interpersonal skills.

Personable professional whose strengths include cultural sensitivity and an ability to build rapport with a diverse workforce in multicultural settings.

Innovative problem solver who can generate workable solutions and resolve complaints.

Productive worker with a solid work ethic who exerts optimal effort in successful completing task.

Dependable, responsible contributor with committed to excellence and success.

Energetic performer consistently cited for unbridled passion for work, sunny disposition, and upbeat, positive attitude.

Highly motivated self-starter who takes initiative with minimal supervision.

Proficiently operate a variety of general office equipment such as photocopiers, scanners and fax machines.

Able to promptly answer support related emails, phone calls, and other electronic communications.

Composing letters, memos or reports of a routine or recurring nature, proofread documents, and deliver messages.

Professional Experience:

COMPANY

Harvey Nichols Doha WLL (Member of Hisham Saleh Almana Group)

POSITION

Executive Assistant to the General Manager

DURATION

June 2019 to Present

Responsible for running the office of the General Manager for one of the most prestigious & luxurious department store in Qatar

Overseeing the general day to day GM office operations

Performing all duties of an Executive and Personal Assistant to the GM as required

Researching, creating & editing presentations & reports for Management meetings

Taking minutes for Management meetings

Organizing, drafting & editing correspondences independently

Tracking and prioritizing GM’s diary & tasks to ensure deadlines are met

Advising on HR and recruitment matters

Developing & maintaining office systems, including data management & filing

Serving as primary receptionist welcoming guests and customers in person and by phone

Coordinating frequent, complex travel arrangements including visa requirements

Managing GM’s personal and family administrative requirements including banking, bill payments & expenses

Plan and purchase office supplies & equipment to maintain stock levels within budget

COMPANY

Stream Industrial and Engineering (Member of Salam International)

POSITION

Executive Secretary to the Operations Director

DURATION

August 2017 to May 2019

Provides secretarial and administrative support to the Operations Director

Responsible for running the office of the Operations Director at site

To ensure smooth flow of daily activities at the construction site, provide proper assistance to the Client's representative, Construction Manager’s, Project Managers, Project Engineers & Site Engineers.

Responsible for monitoring and preparation of daily & weekly all site related reports.

Dispatching & receiving documents and all other correspondences. Indexing all documents and filing.

Maintaining and updating logs.

Preparing Material requisition according to site requirement and follow up on the same.

Monitoring the attendance and preparation of weekly and monthly time sheets.

Monitoring and tackling all issues related to laborers, site staff that includes arranging for transportation, grievances, transfer of staff from one site to another.

Carrying out other day to day administrative tasks including; ensuring proper maintenance of office supply and site area.

COMPANY

Arab Builders Trading and Contracting

(UCC Sister Company )

POSITION

Executive Secretary to the Operations Manager

DURATION

June 2015 to January 2017

Provides secretarial and administrative support to the Operations Manager

Types and/or drafts memoranda, correspondence, and other documents and reports often of a highly sensitive and confidential nature;

Schedules, prepares agenda and meeting materials and types minutes for various meetings.

Maintains the Operations Manager’s calendars; coordinates, arranges and confirms meetings.

Receives telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment.

Responds to requests for information and complaints, refers matters to the appropriate Dept. Manager and/or takes or recommends action to resolve the request or complaint.

Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed.

Acts as liaison in coordinating matters between the Operations Manager’s Office and other department heads and managers.

Relay directives, instructions and assignment of the Operations Manager to all Sections Leaders, Project Engineers, Site Engineers and all concern under Operations Department.

Take necessary action for the directives/instructions of the Operations Manager from time to time

Distribute all the incoming and outgoing service/contract agreements

Responsible for the tracking the status of the agreements, letter of awards, letter of engagements, letter of intent and letter of acceptance.

Responsible for updating the Organizational chart of the company

Provide administrative and clerical support to departments or individuals when necessary.

Determine matters of top priority and handle accordingly.

COMPANY

El Alfy Qatar for Marble & Granite

(Member of Al Jaber Group)

POSITION

Secretary/ Document Controller

DURATION

April 2012 to March 2015

Prepare and manage correspondence, reports, circulars and documents for the General Manager and for Admin and Finance Director Office.

Prepare and manage external emails, faxes, telephone etc.

Establish and maintain a comprehensive filing system for correspondence and ensure confidentiality.

Manage office equipments, stationary, inventory and take proper stock of materials for Admin and Finance Director, General Manager’s Office as well as for Admin, Accounts and Engineers Office.

Organize and coordinate meetings & conferences, and distribute minutes of the meeting and make necessary follow ups.

Maintain schedules & calendars, and arrange/confirm appointments for the Admin and Finance Director.

Liaison with internal and external contacts to organize various events as per Admin and Finance Director advice.

Receive and manage visitors

Coordinate for travel arrangements including VISA, tickets, accommodation, passes etc. and prepare travel and meeting schedules for the Admin and Finance Director.

Contributes to team effort by accomplishing related results as needed.

Academic Credentials:

Graduated 2 college courses;

Bachelor’s Degree in Business Administration

Lyceum of the Philippines University

Hilltop Batangas City – Philippines

June 1997 – 2001

Bachelor’s Degree in Nursing

Golden Gate Colleges

P. Prieto St., Batangas City – Philippines

June 2001 to 2003

Sponsorship Details:

Employment Visa (NOC Available)

Languages :

English: Very Good (Reading, Writing, & Speaking)

Arabic: Average(Speaking)

Tagalog: Mother Language

Has the ability to learn other languages.

Softwares Known:

Comprehensive knowledge in Microsoft Office;

Word

Excel

Visio

Outlook

Power Point

Basic knowledge in;

Oracle System

Biometrics System

Constructware System

Aconex System

Personal Interests:

Outside of work, my main passions are exercising (Zumba, Cardio & Jogging) at least 3-4 times a week and cooking. My weekends are generally spent enjoying the company of my family here (my brothers and sisters) whilst we explore Qatar and elsewhere in the region.

References:

Available upon request.

Other Details:

With Qatar Driving License

Marie June Pena

Applicant

Contact this candidate