Executive Secretary/Document Controller
Resume:
IVY G. LLAGAS
Executive Secretary/Personal Assistant/Document Controller
Mobile: +971*********
***********@*****.***
Freelance Visa
Objective
To be a part of an organization where I can fully utilize my skills and make a significant contribution to the success of the entity and at the same time my growth as an individual. Professional Summary
Detail-oriented, ambitious and motivated with extensive experience supporting senior executives in large corporate environment.
Skills
Experience
11 2019 – 05 2020 Executive Secretary/HR Executive Polyfab Plastic Industry LLC
Ajman, UAE
Provide high level administrative support to MD and performing clerical functions.
Organize meeting, preparing agenda and minutes of the meetings.
Coordinates with various departments within the company in all matters requiring MD’s approval.
Supervise and coordinate activities of staff.
Time management, effective communication at all levels, self-correspondence.
Event management.
Coordinating with supportive and operative departments.
Monitoring and controlling the activities of sales teams.
Support HR related activities such as online recruitment and scheduling interviews to the applicants.
Monitoring and generating reports for Time & Attendance system for absenteeism.
Coordinating with, and scheduling drivers for miscellaneous tasks.
Maintaining recruitment and training related documentation
Any other tasks assigned by MD on daily basis.
08 2017 – 10 2019 Executive Secretary/Document Controller Consolidated Contractors Company
Project – Al Zahia City Center – Sharjah, UAE
Provide administrative and clerical support to departments or individuals.
Schedule meetings and arrange conference rooms.
Alert manager about cancelations or new meetings.
Accurate and detailed Pleasant demeanor
Excellent planner and coordinator Critical thinker
Excellent communication skills Strong interpersonal skill
Resourceful Self-directed
Dedicated team player Result oriented
Handle information requests.
Prepare correspondence and stuff mail into envelopes.
Arrange for outgoing mail.
Manage spreadsheets.
Prepare confidential and sensitive documents.
Coordinates office management activities.
Determine matters of top priority and handle accordingly.
Prepare agenda for meetings.
Maintain office procedures.
Coordinate committees and task forces.
Relay directives, instructions and assignment to executives.
Receive and relay telephone messages.
Direct the general public to the appropriate staff member.
Maintain hard copy and electronic filing system.
Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
Created expense reports, budgets and filing systems.
Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.
Processed travel expenses and reimbursements.
Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
Directed administrative functions for the directors, principals, consultants and key managers.
Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
Located and attached appropriate files to incoming correspondence requiring replies.
Frequently used word processing, spreadsheet, database and presentation software.
Developed and maintained an internal client filing system. As a Document Controller:
Copy, scan and store documents
Check for accuracy and edit files, like contracts
Review and update technical documents (e.g. manuals and workflows)
Distribute project-related copies to internal teams
File documents in physical and digital records
Create templates for future use
Retrieve files as requested by employees and clients
Manage the flow of documentation within the organization
Maintain confidentiality around sensitive information and terms of agreement
Prepare ad-hoc reports on projects as needed
Uploading (RFIT's, MIR's, Drawings, Submittals) in Aconex and VBC.
Preparation and submission of submittals.
Preparation and submission of drawings.
Checking and stamping of drawings for site use.
04 2014 – 07 2017 Document Controller
Consolidated Contractors Company
Project – Abu Dhabi Plaza Project – Astana, Kazakhstan
Copy, scan and store documents
Check for accuracy and edit files, like contracts
Review and update technical documents (e.g. manuals and workflows)
Distribute project-related copies to internal teams
File documents in physical and digital records
Create templates for future use
Retrieve files as requested by employees and clients
Manage the flow of documentation within the organization
Maintain confidentiality around sensitive information and terms of agreement
Prepare ad-hoc reports on projects as needed
Uploading (RFIT's, MIR's, Drawings, Submittals) in Aconex and VBC.
Preparation and submission of submittals.
Preparation and submission of drawings.
Checking and stamping of drawings for site use.
06 2011 – 10 2013 Personal Assistant to the Project Director/Completion Administrator McConnell Dowell and Consolidated Contractors Company Joint Venture Project – Komo Airfield – Papua New Guinea
Corroborates that the original letters signed by Project Director sent through courier will be received by the client and sub-contractors.
Received all the documents to be signed by the PD.
Responsible for the updating of the letter register.
Arrange meeting invitation.
Preparation of minutes of meeting.
Maintaining documentation signed by the Project Director.
Updating the organizational chart.
Keep communications in strict confidentiality
Do other tasks as assigned by the Project Director and other Managers.
Assisting QAQC team in maintaining the productivity and quality records.
Maintaining a resource tracking and coordinating requirements of the project for client approvals.
Maintaining various records of structural drawings and other related construction drawings as directed by the QAQC Engineers.
Compiling of Fabrication Record Books, Engineering Deliverables for the DFO.
Involved in updating of mechanical completion check sheets and punch works data base for system completion and certification. Conducted integrity and consistency checking of technical documentations for certification and handover and preparation of daily and weekly reports.
Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.
Processed travel expenses and reimbursements.
Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
Directed administrative functions for the directors, principals, consultants and key managers.
Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
Frequently used word processing, spreadsheet, database and presentation software.
Coordinated dealer visitations, company special events and other employee morale functions.
Developed and maintained an internal client filing system. 08/2004 06/20011 Therapist
Primadonna Ladies Centre
Doha, KSA
Deliver a variety of spa services (slimming by the use of machine, body treatments, massages, facials and waxing) in a safe and comfortable manner
Maintain equipment and sample inventory of products
Keep documentation and maintain clients files
Keep a clean and stocked room
Acknowledge and respond to relevant customer queries, needs and expectations
Suggest and promote retail products or additional services
Uphold hygiene standards and follow health and safety regulations
Cooperate with and report on administration on any arising issues
Apply best practices and be up to date with market trends 01/2001 – 01/2004 Secretary
Birthright Baptist School
Muntinlupa City, Philippines
Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses.
Type, reproduce and distribute notices to staff, students and parents.
Ensure that all communications from the office meet proper written and oral English standards.
Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools.
Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports, coordinated with payroll data, as required.
Maintain a current school calendar of events and use of facilities.
Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files.
Arrange appointments and maintain a schedule for the Principal or designee and assigned staff.
Make announcements and operate the school intercom systems.
Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products.
Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal’s or designee’s responsibilities. Complete all required monthly and year end reports in a timely fashion.
Order and maintain office supplies.
Maintain inventories of books, materials, and equipment of the school.
Supervise assigned secretarial and clerical assistants.
Create and maintain a clean, attractive, orderly, safe, and efficient office environment.
Recommend to the Principal or designee improvements needed in office procedures or operations.
10 1998 – 11 2000 Secretary
JL Garments
Mandaluyong City
• Acts as a Personal Assistant to the General Manager of the Company.
• Keep all the communication in strict confidentiality.
• Assists all the needs of the General Manager in relation to his work.
• Take care of business calls of the General Manager.
• In charge of collection of the accounts receivable of the company.
• Segregates invoices.
• Supervise administrative concerns of the office.
• Prepares leave of absence summary.
• Perform other duties as assigned by the General Manager. Education
1992- 1997 Bachelor of Science in Physical Therapy Ago Medical and Educational Center – Legaspi City, Philippines 1987 – 1991 Naga College Foundation
Naga City Philippines
1981 – 1986 Fort Bonifacio Elementary School
Makati City, Philippines
Personal Information
Place of birth: Makati City, Philippines, Status: Single, Weight: 135, lbs., Height: 5’5” References:
Mr. Ihab Abdul Kader Consolidated Contractors Company Project Manager - Controls Al Zahia City Centre Project, +971*********, Mr. Vicente Berjamin Consolidated Contractors Company Sr. Material Engineer QRBD-SYB Qatar, +963**********, Mr. Luay Abuzaid, Project Manager, Arabtec Holding PJSC,
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