Executive Assistant To Director, Sr admin, Office Manager

HELEN GRACE V. PALMIANO

https://www.linkedin.com/in/helen-palmiano-mba/

Qatar GCC

+974-********/70487618

*************@*****.***

PROFILE SUMMARY

Tenacious, astute and results-driven professional equipped with well-developed academic qualifications in business administration and computer science. Well qualified and seasoned executive assistant with years of successful track record, Particularly skilled in appointment scheduling, front desk management, and official correspondence handling. Known for providing discrete and confidential administrative support to executives. Effectively interacts with all levels of administrators, clients, and stakeholders. I display an outstanding ability to plan, operate, multitask, organize, coordinate, and implement practices and procedures to bring significant improvements in processes towards the successful attainment of goals. CORE COMPETENCIES

Innovation

Policies & Procedures

Strong Work-Ethic

Strong Organizational Skills

Critical Thinking

Optimistic Attitude

Team Player

Ability to Multi-Task

Customer Service Skills

Exceptional Presentation and Public

Speaking

Professionalism

Problem Solving

Good Time Management

Goal-Oriented

Superb Communication Skills

Interpersonal Skills

Quality Control

EXPERTISE AND COMPETENCIES

Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Achievement: Increase overall efficiency to 30% by overhauling the company's filing system

Office Administration, Document Control, Maintaining Logs, Records & Data Analysis, Technical Management, Records and Electronic Data Management, Secretarial Practices and Document Control System.

Complex Problem Solving: Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Coordination: Adjusting actions in relation to others' actions.

Consummate professional dedicated in making the lives of busy executive easier. Serve as an effective gatekeeper; prepare well- researched and accurate documents manage heavy calendars and efficiently handle daily office tasks.

Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Judgment and Decision Making: Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Management: Coordinating and guiding others to meet objectives and goals.

Monitoring: Monitoring/assessing performance of other individuals, or organizations to make improvements and take corrective action.

Multitasking: Juggle multiple tasks and responsibilities while remaining composed and meeting deadlines.

Relationship Management: Conflict resolution, motivating, organizing, troubleshooting and establishing rapport. SELECTED EXPERIENCE

Executive Technical Assistant to Director Qatar Railways (client) August 2015- June 2020 Overview Contract 1: A Red Line North Elevated & At Grade 6km includes Elevated viaduct and at grade works including 2 elevated stations and 1 stabling yard. (U$500m)

Overview Contract 2: Green Line Elevated & At Grade 3.2 klm will emerge from underground and Education City through extended westwards alongside the proposed Gharafa Al Ryan and Dukhan highway. Overview Contract 3 Fish Markets MME – Assist in Tender documentation, procurement of various projects as part of national food security program for the State Qatar project by the Minister of Municipality and Environment. - In progress Duties and Responsibilities as Executive Assistant to Director

Provided administrative and business support to the Project Director of Doha Metro and deliver full administrative support to his Project Management teams by overseeing daily operational task, project coordination while maintain high level of confidentially.

Efficiently coordinated all aspects of internal and external visitor meetings, seminars, and interviews.

Maintained Directors heavy calendar-plan schedule meetings, teleconference, travel plans including his email, ERP approvals.

Entrusted for Asset Management, completed appropriate paperwork, documentation, and system entry without errors.

Coordinated department functions, procedures, documentation, and work flow CONTRIBUTIONS:

Improved office efficiency by implementing a systemized/colored filing system and introducing a time saver measures.

Enhance Communication between internal Department and executive team, fostering sense of team work and collaboration thus includes external parties between client, and Consultant /Contractor.

Organized and Maintained Administrative and project related documents migration to SharePoint folder. ACCOMPLISHMENTS:

Successfully planned and executed corporate meetings, lunches and special events for groups of employees.

Coordinated all the department functions for team of employee. Increased office administration by developing efficient filing system and customer database protocols

Maintain PD and Sr. Project Manager Calendar, scheduling meetings ensuring no conflict.

Delivers an excellent admin initiative support and good customer service while multi-tasking, maintaining confidentiality, and interacting with management, employees, contractors and customers Commissioning Management - Document Controller /Executive Assistant to Directors Quantum UK June 2013- June 2015 Overview Contract:

QP District (formerly Barwa Financial District) is designed to be a complex of 10 state-of-the-art high rise buildings which will serve as the headquarters of Qatar Petroleum. The overall project cost forecast is QAR 10 billion and it is situated in the West Bay area of Doha. Duties and Responsibilities:

Ensured that all the relevant Project documentation are registered / maintained in the electronic Document Management System

(EDMS)

Accumulated, produced, and maintained all associated commissioning documentation system, database files and folders Populated the certification management

Demonstrated proficiency with large-scale Document Control management software (ACONEX)

Developed and implement a process to acquire and monitor key information on project performance for sales, costs, margin, and schedules

Organized all the aspect of internal and external visitors meeting, seminars and interview

Accumulated, produced, and maintained all associated commissioning documentation system, database files and folders Populated the certification management

CONTRIBUTIONS:

Successfully prepared reports, letter, spreadsheet and memos.

Develop and Manage an online tracker database system, allowing better document system, revision document identification that ensure fast retrieval of documents

Financial Assistant Cost Controller NDSQ - Qatar Gas Transport Nakilat Damen Shipyard Qatar Qatar, Ras Laffan, Qatar July 2013- November 2013

World leading transported of liquefied natural gas and Damen, a global leader of ship building. The shipyard has been designed and built to meet the modern shipbuilding standards and ideally located in the middle of Arabian Gulf. Product includes Harbor & Terminal, Offshore & Shipping

Overview Contract:

Name of the Company Qatar Gas Transport Company Ltd. (NAKILAT), a joint-stock Company. Capital of the Company The authorized capital of the Company amounts to QR 5,600,000,000 (five billion and six hundred million Qatari Riyals) divided into 560,000,000 (five hundred and sixty million) shares. The Nominal Value of the Stock QR 10 (ten Qatari Riyals) Duties and Responsibilities:

Managed application and budget processes for various student grants and fellowships, including working with faculty committees

Demonstrated an understanding to related procedures and processes flow to handle clerical work and data .Assisted in preparing various financial/ administrative reports to Financial Manager and the Cost Engineer team to ensure profitability

Maintained a filing system for all financial documents while ensuring the confidentiality and security of all financial and employee files

Performed other duties as assigned.

Business Development Executive CMCS Collaboration Management and Control Solutions WLL, NBK Travel, Salwa Road Doha January – June 2013

Established granite slab inventory

Researched and verify new market opportunity,client business referrals, networks and web leads to provide prospective

Developed and submitted business proposals, led team to pursue opportunities, and managed capture efforts

Implemented unique training procedures and materials, resulting in increased yield of new opportunities

Developed, coordinated and implemented sales strategies that identified and produced new business in two different markets/ states

Manager Store Franchise PMS Food Franchising January 2009- December 2012

Quantified monthly goals for generated sales, incurred costs, and customer satisfaction

Developed efficient system for daily cash flow. Managed payment schedule for vendors and payroll. Manages acquisitions, prepared invoice updated accounting records

Succeed to manage HR side of business. Directly supervised prepare for work schedule of crew. Trained all employees in customer service and set standards

Responsible for overhauling that Corporate Franchise to profitably sell it to a perspective franchisee

Managed all facets of business including marketing, customer relations, sales, finance Area Sales Manager Wellness AG Inc. June 2006- December 2008

Created best practices for operational fluidity

Improved area in overall productivity and percentage to goal, becoming the highest producing area in the entire market, exceeding annual plan

Maximized sales and profitability in Region V (Camarines Sur,Camarines Norte, Partido and Albay provinces )

Developed a forecasting and budgeting system that enabled my territory to achieve monthly and quarterly quotas

Compiled and analyzed sales figures, monitoring team performance and motivating them to reach targets Apprentice Admin Assistant Governance, Naga City hall November 2004- May 2006

Prepared and editing letters, reports, memos, and emails

Carried out file and arrange documents according to its proper order and achieve documents, systematic filing shorting and hard copy

Arranged meetings, appointments, and executive travel

Maintaining folders on servers

Covering reception

OTHERS PART-TIME EXPERIENCES

Information Technology Trainer Universidad de Sta. Isabel, Elias Angeles St. Naga City, Phil. & STI, College June 2009- October 2011

Night Auditor Two seasons Hotel 2011

Income Generating Program Guru Ateneo de Naga University 2010 TECHNICAL SKILLS

Technology Savvy

Proficient in Microsoft Office Suite(Excel, Word, Power Point,Outlook) Team Collaboration software, file sharing such as Cisco WebEx, Microsoft Teams Meeting, Skype for Business, Zoom (Virtual Meeting) Tawasol government software

EDMS ACONEX File Management

Macromedia Dreamweaver, basic HTML web designing

Basic troubleshooting, Basic POS

Basic Programming C++, Java, Adobe Acrobat, Photoshop, Opera System, Cisco experience in Document Control Management Basic safety, CPR and first aid training, 3 years Information Technology teaching in experience in reputable academic industry EDUCATION

Icon Academy, Doha Qatar

Project Management Certificate

October 2019

Ateneo de Naga University

Master in Business Administration

Methods of Teaching Units Earned

GPA 3.6

October 2011

University of Nueva Caceres

Bachelor in Computer Science major in Computer Science April 2004

PROFESSIONAL TRAININGS AND AWARD

Community Ambassador

Mohammed Bin Rashid University of Medicine and Health Sciences (MBRU) March 29 2020

Leadership and Best Team award

Welfare and Service Associated with Hospitality, Doha Qatar Aug 2019

CPR & First Aid Training

Ellite Medical Centre, Doha Qatar

March 2019

Health and Food Safety Training

Welfare and Service Associated with Hospitality, Doha Qatar February 2019

English Grammar Refresher Course

Filipino Institute., Al Waab Campus, Doha Qatar

September – October 2017

Outstanding Performance for International, English Language Test Filipino Institute., Al Waab Campus, Doha Qatar

September – October 2017

Business Report Writing

Qatar Finance and Business Academy

April 2017

Advance Microsoft Power Point

Family Computer Center, Doha Qatar

June 2015

HSE QR Induction

Qatar Rail Tower

September 2015

Document Control Management

Westbay,Doha

July 2014

PMP Project Management Professional

Al Waab, Al Khor, Qatar

June 2013

Annual Conference Toastmasters International

DPS International School, Doha Qatar

April 2013

20 hours Excel 2010 Advanced Professional

Family Computers Centre, Doha Qatar

February- March 2013

A Good Customer Service Speaker & Entrepreneurship Lecturer Ateneo de Naga University, Ateneo Ave, Naga City, Philippines November 2011- October

REFERENCES

Available upon request

Contact this candidate