Executive Assistant / Secretary

KATHERINE – JANE BACULA

Abu Dhabi, United Arab Emirates • +971********* • **.******@*****.***

PROFESSIONAL SUMMARY

Executive Assistant / Secretary skilled at multi-tasking and maintaining strong attention to detail. Employs professionalism and better communication skills to meet client and company needs. WORK HISTORY

Executive Assistant, 03/2016 – 08/2020

Joie De Vivre International Insurance Brokerage, LLC. – Abu Dhabi, United Arab Emirates

• Prepared and managed correspondence, reports and other documents between JDV, Insurance Companies and its Clients

• Performed the flow of office communications through emails, telephone calls and meetings. Responded to telephone calls and directed them properly to concerned staff

• Generated the Renewal Notices / Reports and sent out notices of the expiring Policies to respective Clients

• Assisted the Medical Department – Endorsements (Addition and/or Deletion of Members) through online portals or e-mails, follow-ups with Clients and Insurance Companies, and ad-hoc works

• Maintained schedules and calendars; diary management

• Provided basic assistance to upper-level management

• Recorded and transcribed minutes of the meeting when necessary

• Set up and maintained filing system

• Handled petty cash in the absence of the Accountant

• Acted as the HR Officer of the branch. Ensured knowledge of staff movements in and out of the office and absenteeism

• Maintained office procedures

• Performed duties assigned by Manager

• Assisted in the total workflow of the office

Executive Secretary, 11/2011 – 12/2014

Al Jaber Building, LLC. – Abu Dhabi, United Arab Emirates

• Prepared and managed correspondence

• Organized and coordinated the writing and sending of information

• Prepared annual/monthly order book and tender reports

• Replied to tender and prequalification invitations

• Assisted in preparing company profile and prequalification documents

• Organized and coordinated meetings with Clients, Consultants and Subcontractors/Suppliers

• Arranged and confirmed appointments

• Handled incoming/outgoing mails and other materials

• Answered telephone and gave information to immediate supervisor

• Set up and maintained filing systems. Maintained and updated office files.

• Provided a full range of administrative and support services, including filing and records management; faxing, mail, customer databases, photocopying, compilation of presentations and reports

• Acted as a liaison between executives, management and the outside

• Coordinated office management activities

• Determined matters of top priority and handled accordingly

• Maintained office procedures

• Performed duties assigned by Manager / Head

• Assisted in the total workflow of the office

Secretary / Receptionist – 10/2009 – 10/2011

National Projects & Construction, LLC. – Abu Dhabi, United Arab Emirates

• Prepared and managed correspondence, reports and documents

• Organized and coordinated meetings

• Typed and distributed minutes of the meeting

• Arranged and confirmed appointments

• Handled incoming mails and other materials

• Answered telephone and gave information to others, relayed messages and transferred calls to appropriate individuals

• Set up and maintained filing systems. Maintained and updated office files

• Communicated verbally and in writing to answer inquiries and provide information

• Coordinated the flow of information both internally and externally

• Operated office equipment. Managed office space

• Performed duties assigned by Manager/s

• Assisted in the total workflow of the office

SKILLS

• Letter writing

• Mail management

• Proper phone etiquette

• Results-orientated

• Appointment setting

• Sorting and labelling

• Proofreading / editing; accurate data

entry

• Works well under pressure

• Staff management

• Understands grammar

• Dedicated and motivational team player

• Meticulous attention to detail

• Communication skills

• Microsoft Office

EDUCATION

Bachelor of Science: Physical Therapy

Emilio Aguinaldo College – Manila, Philippines

4th Year – Undergraduate

Secondary Education

St. Joseph’s College – Borongan, Eastern Samar, Philippines

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