Executive Office
Resume:
Diana Ramos Ruiz
Dubai Silicon Oasis, Dubai-UAE
Mob No. +971-**-*******
E-mail: **************@*****.***
EXECUTIVE SECRETARY / ADMIN
I – OBJECTIVE
v To work in a company where my personal expertise and experience can be fully utilized and developed.
v To developed trust and competence in the company I served, through my dedication, honesty, patience, hard work, ingenuity, excellence & commitment which are the hallmarks of being a confident, efficient and competent employee.
v To become the best asset of the company and to contribute in the attainment of the company’s mission, vision & objectives.
II – HIGHLIGHTS
v Graduate of bachelor’s degree in computer science. v Total 14years of experience (12yrs in Dubai, UAE as an Admin and Executive Secretary and 2years Receptionist/Front-desk Officer in the Philippines). v Strong background in JAFZA/DMCC administrative documentation. (Registration, Trade License renewal / Visa processing / JAFZA and DMCC NOC Letters). v Wide experience in B2B shipping and logistics documentation (Bill of Lading / Packing list / Commercial Invoice / Certificate of Origin and other Dubai Customs formalities. v Knowledge in Construction & Engineering consultant documentation / letters / contracts / memos).
v Well versed in using Microsoft Office Applications. v Excellent English Communication Skills (Oral and Written) v Well experienced in responding email and composing Business letters. v Flexible and Multi-Tasking Employee.
III – PROFESSIONAL EXPERIENCE
DUBAI – United Arab Emirates
1. EXECUTIVE SECRETARY/ RECEPTIONIST • NEXT ENGINEERING CONSULTANTS • DUBAI, UAE
• SEPT. 2016 TO FEB. 2020
Duties and Responsibilities:
v Taking minutes of the meeting.
v Coordinates travel arrangements, meeting schedules, hotel and flight bookings and itinerary preparation for local and international meetings and travel of the CEO. v Manage, prioritize, screen and monitor the CEO’s correspondence, including calls, emails and post to ensure they are dealt appropriately.
v Ensures that documentation is correctly filed and maintains an efficient filling system. Page 2 of 3
v Ensures that relevant information is gathered and prepared to brief the CEO for meetings and events.
v Record, transcribe and distribute minutes of meetings and follows up on assigned action items.
v Creates, respond and compose correspondence letters, memos and emails. v Prepare monthly progress report and submit to CEO. v Provide general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying.
v Prepare and Issue payment certificate to Contractors. v Prepare and arrange memos regarding issues, comments and feedback related to project sites as well recommendations, proposal and job completions for the engineers and consultants.
v Prepare proposals for new construction projects. v Air Ticket Bookings and Hotel Arrangements.
2. EXECUTIVE SECRETARY / ADMIN • LOTTE CONFECTIONERY LTD • DUBAI, UAE.
• AUG 2008 TO JULY 2015
Duties and Responsibilities:
v Handling Petty Cash and WPS payroll System.
v In-charge in Residence Visa Processing, Trade License, Lease, NOC letters and any other Admin related services in JAFZA and Mainland LLC.
v In charge in Other Country Visa processing (Schengen, KSA, Canada, UK, Japan, Korea, China etc.)
v Handling Logistics and Shipping Related Issues
v Issue and prepare Quotations and Local Purchase Order (LPO) v Follow up collection, payments and TT/LC application from customers. v Follow up orders, shipping documents, shipping information and payment receipts from Korea Head Office.
v Prepare memos, notice and other important documents. v Follow up and acquire orders from customers to assigned countries. v Perform market research and present the findings. v Coordinates travel arrangements, meeting schedules, hotel and flight bookings and itinerary preparation for local and international travel of the CEO. v Handling email Customer and Supplier Correspondence letters (Microsoft Outlook) v Receives and distributes incoming telephone calls, faxes, emails and documents from couriers.
v Taking minutes of the meeting. Typing of correspondence letters. v Welcome and Assist daily visitors and important guests for meetings and appointments. v Arrange driver and vehicle for the various Senior Managers especially outside the countries as per their requested.
v Maintain a register of all licenses, permits etc. from our offices and monitor the expiry for actions to be taken. Submit regular status report. v Securing office stationary supply and maintenance of office equipment’s. v Assist Document processing, monthly reporting, Encoding and File maintenance control. Page 3 of 3
PHILIPPINES:
1. SECRETARY/ RECEPTIONIST • OFFICE OF THE CITY COUNCILOR, CITY HALL CITY OF SAN FERNANDO, PHILIPPINES • MARCH 2006 TO APRIL 2007
IV - COMPUTER SKILLS
1. Technically proficient in using MS Office - Excel, Word, PowerPoint, and Outlook 2. Knowledge in using Dubai Trade Portal JAFZA
3. Knowledge in using DMCC portal
V– PERSONAL DETAILS
VISA STATUS : Husband Visa
CIVIL STATUS : Married
NATIONALITY : Filipino
AGE : 35yrs old
GENDER : Female
HEIGHT : 5”5’
LANGUAGE : English (Written and Spoken), Tagalog (Mother tongue) EDUCATIONAL ATTAINMENT : Bachelor of Science in COMPUTER SCIENCE AVAILABILITY TO JOIN : Immediately
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