Executive Secretary

CHAROLL T. RIVERA

Mobile: 009**-**-****-***

Location: Dubai, United Arab Emirates

PERSONAL INFORMATION

NATIONALITY Filipino

DRIVING LICENSE U.A.E Driving License

EMAIL ADD. **********@*****.***

EDUCATION SUMMARY

UNIVERSITY Colegio de San Juan de Letran

DEGREE Bachelor of Science in Commerce major in Management (1995 to 1999) HONOR/ACHIVEMENT Academic Excellence Awardee

TRAININGS ATTENDED

Training Course

The Perfect PA Spearhead Training 3 & 4 October 2012, Abu Dhabi Event Management Spearhead Training 7 & 8 November 2012, Dubai EXPERIENCE SUMMARY

Executive Secretary (UAE) 13 years Human Resources & General Affairs-Staff 04 years Administrative Officer 03 years Production Control Officer 01 year TECHNICAL SKILLS

MS WORD MS EXCEL MS OUTLOOK MS. POWER POINT INTERNET ACONEX PMWeb OneDrive LASERFICHE

SOFT SKILLS

Multi-faceted person who can work under pressure with minimal supervision. With highly developed ability to integrate effectively into small and large team environments. Ability to deal with diverse range of cultures and nationalities, and show strong personality, where needed. Equally effective working independently collaboratively in a team effort;

No need to be guided thoroughly to perform assigned duties and obligations; can learn and follow instructions easily.

Ensure that the objectives are accomplished in accordance with outlined priorities; highly competent, self-motivated, and hardworking with the ability to rapidly learn and apply new skills; equally effective working independently collaboratively in a team effort.

Possesses good communication skills with analytical problem solving. JOB DESCRIPTION

Work Experience (5):

Company Name : BATCO SAL

Office Address : Dubai United Arab Emirates

Position : EXECUTIVE SECRETARY

Inclusive Dates : December 2007 to 14 August 2014

May 2015 to PRESENT

Job Summary:

Responsible in providing administrative and secretarial support to Area Manager and other Senior Executives. Develop, implement, and coordinates departmental procedures and policies to different project sites, ensure all operations adhere to policies and regulations. and actively discovers new ways to do the job more efficiently. Prepares correspondence; various reports; conduct research & assignments; maintaining and organize files; arrange travel and hotel bookings.

Responsible in planning, directing, coordinate support services of the company, maintain office facilities, supervise recordkeeping, and mail distribution.

Constantly involve and exposed to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment.

Key personnel in tender and Pre-Qualification preparation and submissions. Prepares daily ad hoc as may be required by all project’s sites and head office.

Duties and Responsibilities:

Acting as the point of contact between the executives and employees.

Deals and maintain exclusively with confidential information/records.

Maintain and organize executive’s busy calendar.

Maintains 3 company email, including 1 official company email.

Plan, arrange and coordinate meetings, conferences, exhibitions, including booking meeting rooms, venues board, attend meetings, take down notes and keep minutes of meeting.

Arrange hotel and travel bookings for all employees, and visa requirements for outside country visits and for company guest.

Manage schedules and deadlines, ensure that it has been met.

Prepare all types of correspondences, research, presentations, reports, submittals

Supervise local and international travel flights and hotel accommodation and manages related expenses.

Established and develop formats/templates for correspondences, company forms, contractual and technical documents.

Ensure the smooth and adequate flow of information within the company to facilitate ease of transaction with other business operations.

Monitor costs and expenses to assist in budget preparation.

Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.

Organize and supervise office activities (recycling, renovations, event planning etc.).

Prepares all documentation necessary during project mobilization and demobilization period, such as preparation of project submittal, reports, RFI, NCR, monitoring log formats etc.

Prepares NOC Letters, Letter of Intent, Letter of Acceptance/Letter of Award, Subcontract Agreements.

Prepare and arrange related documents for company registrations and permit applications.

Manage multiple task lists, seeing tasks through to completion, often under tight deadlines. Document Control:

UAE document controller head.

Always act as temporary site document controller/reliever from mobilization up to post project period and when needed.

Monitors electronic data management systems used by the Client and by the Company. Suggest for ways to improve current systems (ACONEX, PMweb, Laserfiche).

Formulates archiving format used by the company.

Supervise All site secretary/document controllers with their respective site document management.

Assigns reference /control numbers for each document types.

Manages the central documents storeroom. Sort documents to be stored according to particular filing systems.

Keep confidential, contractual, legal documents

HR Function:

Manages companywide recruitment activity (searching, interview planning & scheduling).

Responsible in the orientation and training for newly hired, receptionist, secretaries, and document controllers.

Has developed and implement yearly employee evaluation.

Formulates and developed HR forms, templates, and standard letters & certificate formats.

Assist in the preparation of head office time sheets. Tendering:

Monitors Client e-portals in search of new tenders and pre-qualifications.

Prepares tender submittal (both Technical and Commercial Proposals), from the preparation of tender check list to preparation of technical schedules, and compilation of schedule of rates, schedule of works, designs, drawings, specifications.

Assist in research and review available tenders according to the company classification.

Prepares and submit Pre-Qualifications.

Prepares and submit tender clarifications and disseminate related information across the tendering team.

Report any noticeable/significant problem encountered during tender preparation to the tendering manager.

Send out RFQ to suppliers and subcontractors for commercial pricing.

Archive in both soft and hard copy all received tender documents. Work Experience (4):

Company Name : KBW Holding

Office Address : Dubai, United Arab Emirates

Position : EXECUTIVE SECRETARY

Inclusive Dates : August 2014 to April 2015

Job Summary:

Provide personal administrative support and assistance to executive staff, arrange travel and hotel booking, diary management and other daily ad hoc.

Understand the feasibility of a specific project by studying the required documentations and procedure. Coordinates and administers feasibility study associated activities for new project. Assists in project planning, and ensures that pre-established work scope, protocol, and regulatory requirements are followed and its implementation. Oversees and coordinates the administrative and staff requirements for all the projects; develops and maintains recordkeeping systems and procedures as necessary to a specific project and in the corporate office.

Duties and Responsibilities:

Prepared all types of correspondences, communications, presentations, and other contractual documents.

Arrange hotel and travel bookings.

Oversee the Manager’s calendar.

Study procedural activities and administrative requirement of a specific project under study.

Maintains database of all transaction of the project under study.

Conduct research, collect and analyze data to prepare reports and documents.

Prepares comparative reports to assist the management in decision-making.

Monitors the progress of the activities that requires action from the head office.

Prepares template format as required by each department.

Prepares procedural process flow charts.

Recruit and source out personnel local & international.

To perform miscellaneous job-related duties such as supplier sourcing, meeting arrangement, etc…

Develop and implement plans to efficiently use materials, labor and equipment to meet production targets.

Work Experience (3):

Company Name : CONCEPCION CARRIER AIR CONDITIONING COMPANY (Asia Pacific Operations)

Factory Address : SCIENCE PARK OF THE PHILIPPINES

Position 2 : PRODUCTION CONTROL OFFICER

Inclusive Dates : SEPTEMBER 2006 to DECEMBER 2007

Job Summary:

Responsible for production operation and materials planning, possess high sense of direction & control and evaluate production operation and establishing procedures based on required output. Duties and Responsibilities:

Responsible with the preparation of Production Planning Schedule for all Applied/Customized and Packaged Equipment Air Conditioning Units, based on BAAN System application as per required date of delivery, a production schedule is drawn and distributed ahead of time down the production line.

Facilitate Operations & Planning meeting to discuss production preparedness before production.

Ensure enough supply of manpower and materials before finalization of production schedule.

Monitor information and relevant data to production line through open communication form the sales team down to the production line.

Prepare monthly, weekly, and daily production progress report to corporate executive officers.

Direct, supervise and evaluate sub-contractor operations in the production line.

Develop and implement plans to efficiently use materials, labor, and equipment to meet production targets.

Position 1 : ADMINISTRATIVE ASSISTANT

Inclusive Dates : AUGUST 8, 2005, to SEPTEMBER 2006 Job Summary:

Perform secretarial duties and responsibilities under the supervision of the general manager. Handles secretarial duties including preparation of business correspondence, filing, compile and type statistical reports and prepares report presentation. Schedule appointments, gives discreet information to callers, take down notes/minutes of the meeting. Prepare variety of memos, forms, reads and routes incoming mail. Arrange travel schedule and reservations. Schedules plant tour/visit, arrange and coordinates meeting, act as department custodian for office supplies & Personal Protective Equipment’s and monitors all project status of the company. Duties and Responsibilities:

Arrange and coordinates meeting request, provides meeting paraphernalia’s, teleconferencing, report presentation and reporting equipment’s.

Manage General Manager/Manufacturing Director diary.

Prepares business correspondence.

Make travel and hotel booking for company guest, suppliers and CCAC employees, in the Philippines & abroad.

In-charge with the overall administrative related activities.

Administer and disseminate company policies and procedures to the entire, evaluate and implement new administrative procedure.

Controls & monitors office supplies and Personal Protective Equipment for manufacturing operations, implement proper procedures which conforms to ISO quality standards,

Carry out administrative activities in controlling and monitoring Buying Requisition and Canvas Sheet and analyze budget allocations, submit reports to the manufacturing director such as Project Status Updates every 15 days, Water and Power Supply consumption.

Controls Memo Issuance by close monitoring and coordination with the requestor to ensure that all requested items are returned in good condition on the date it was agreed to be back to CCAC.

Responsible in monitoring communications through close control of the usages of telephone and fax messages incoming and outgoing, ensuring that letter and documents are distributed to the manufacturing director and to other manufacturing operation department recipient.

Coordinator of Plant tour/visit schedule by acquiring approval of the request from the manufacturing director and disseminate information to all concern persons. Work Experience (2):

Company Name : ISUZU AUTOPARTS MANUFACTURING

CORPORATION, Philippines

Position : HR STAFF-General Affairs, Human Resources Department Inclusive Dates : SEPTEMBER 17, 2001, TO JULY 31, 2005 No. of Staff Supervised : 10 drivers, 15 janitors,15 security guards Job Summary:

In-charged of company administrative activities, which includes (but not limited to) services provided to its employees like, shuttle service, uniform issuance, office & pantry supplies maintenance, company car maintenance and accounts payable (billing checking). In-charged also with day-to-day activity of the company issuance of gate pass, employee pass, guest accommodation, letter & memo distribution. Prepare reports for office supplies and pantry supplies inventory and strategic plans to carry out things that disturb my work.

Duties and Responsibilities:

Implement office administrative procedures such as issuance of office supplies, evaluation of performance appraisal of employees, and monitors established procedures like Company standard operating procedure, identify the hindrances or things that disturbs work or job every six months, then evaluate and implement new procedure.

Establish work priorities subordinates, janitors, security guards and company drivers. Provide guidelines on their assigned daily activities, to be used as a basis in the monitoring performed work and ensure that deadlines are met, and procedures are followed.

Control and monitor administrative expenses and analyze budget allocations, make reports such as supplies inventory report and performance appraisal report, submitted to the department manager.

Co-ordinate and plan for office services, such as accommodation of guests, issuance and custodian of office equipment and supplies, forms, vehicle & parking maintenance, and security services.

Assemble data and prepare periodic and special reports, manuals and correspondence, as needed, to be submitted to the department manager to monitor or serve as a basis for the development and enhancement of new strategies and techniques which are necessary for the improvement of the company.

Responsible in providing shuttle service to the employees. Schedule and provide company drivers and vehicle for Official Business Trips of the employees. Arrange Official Business Trips for the Japanese and Guest.

Participates in planning and preparation of company events.

Responsible in fleet repair and maintenance, pantry & canteen, and office supplies custodian.

Process Personnel Requisitions of each department. Gather personnel requirements from network of manpower agencies and organizations. Conduct examination and preliminary interview. Schedule qualified candidates for second and final interview. Orients hired employee about company rules and regulation.;

As Timekeeper responsible for checking and assuring correct employee attendance, sick leave and vacation leave;

Supervise (10) company drivers, (15) security guards and (15) janitorial personnel. Handles performance evaluation and time keeping. Of the personnel stated above Work Experience (1):

Company Name : METASTONE MANUFACTURING CORP., Philippines Position : ADMINISTRATIVE OFFICER

Inclusive Dates : AUGUST 5, 1999, to SEPTEMBER 10, 2001 Job Summary:

Over-all in-charge of Payroll, time keeping, petty cash fund holder, processing of government permits & licenses, monitors & reports project status updates, memo issuance, installer (field job) monitoring, delivery, and billing payments documentation.

Duties and Responsibilities:

Deliberate and coordinate with the executive member the full implementation of the company’s policies, rules and regulation. Conduct thorough information campaign through written memo and orientation programs prior to implementation.

Coordinates with the supplier regarding office and factory supplies procurement requirements. Evaluate supplier’s performance and its ability to meet agreed standards. Responsible in searching for a new and/or alternative supplier.

Prepares weekly and monthly payroll.

Monitors the daily inflow and outflow of cash. Authorized to withdraw cash from bank and performs transaction on behalf of the company.

Submits monthly government mandated reports, remittances, and permit preparation.

Process all documents needed for installation and dispatch installers and drivers. Provide the management with daily installation report.

I hereby certify that all of the information written above is true and correct to the best of my knowledge and belief. Charoll T. Rivera

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