Executive Assistant

SERENE ONG BEE LAY

PROFESSIONAL PROFILE

An organized and meticulous professional with more than 10 years of experience as an Administrative Manager. Demonstrated ability to communicate confidently and effectively to all levels if stakeholders, quickly earning the trust of supervisors and leading to increased responsibilities over time. Seeking a more challenging role which would allow my experience and superior organization skills to be fully utilized.

WORK EXPERIENCE

2016 – 2021 present Deloitte Consulting Pte Ltd (Executive Assistant)

• Serving 5 Partners with calendar/meetings/events

• Responsible for serving a Team of about 40 Senior Managers

• Managed the office Inventories and Stationaries items

• Handle accounts receivables and invoicing Vendors

• Coordinate Meeting and Events for SM

• Manage calendar appointments

• Maintenance of Office Facilities and Hotel Contracts

• Handle Asia Pacific Hotel Bookings for incoming Guests

• Arrange corporate travel arrangements, visa application and transfers

• Handling of local and overseas mails.

2011 – 2016 – Occidental Oil Asia Pte Ltd (Administrative Manager)

(Supporting Managing Director & a team of Senior Traders)

• Responsible for Full Spectrum of secretarial support to the firm’s Managing Director & Team

• Perform duties of a receptionist including Phone coverage and screening.

• Order office supplies, stationery and pantry items

• Handling incoming and outgoing mails.

• Managed payable processing by confirming validity, obtaining approvals coding and submitting to Accounts.

• Managed maintenance contracts with outsources service agents for the following functions: servicing of auxiliary air con regularly along with rented plants in the office. Regular visits from agents ensuring office is kept clean and tidy with daily cleaning service. Ensure the drinkable water filter is change when needed. Making sure all the equipment’s (coffee machine, fridge, water filter, microwave) in the pantry works

• Tabulate monthly expenses and maintain spending within budget.

• Handle Hotel accommodations and Flights.

• Ensure all documents are filed systematically

• Implementations of Documents Retention Policy on behalf of the department.

• Assist with Data Entry daily when Trades are done.

• Making sure all forms pertaining to deals / trades required by trade control is signed and sent to relevant department.

• Assisting with printing and presentations as required.

• Manage events such as Annual Oil and Gas meeting as well as small industries gathering.

• Managed relationships with Insurance agents on medical claims.

• Handled relocations of office with full coordination’s together with reinstatement of present office previously and new renovations.

• Managed compliance registrations process for new and existing customers.

• Generate monthly credit report

• Application for RFA for entertainment for Government Officials or when Gifts are received.

• Managed contracts with vendors such as regular hardware including server/desktops etc.

• Ensuring server room are kept at adequate temperature.

• Coordinate with vendors on main door security system.

• Ensure printer are working together with TV with relevant network providers to obtain business and world news.

2009 – 2011 Viterra Asia Pte Ltd (Admin Assistant)

• Providing full spectrum of Administrative support to the Trading Team

• Arrange meetings and taking minutes

• Preparation of reports for meetings

• Updating of spreadsheet on the PNL trade entries

• Handling of incoming/outgoing calls and courier parcels together with general office duties.

• Assist in handling payments and receivables

• Handling confidential contracts / documents

• Maintain appropriate files and records by ensuring data and information are filed and recorded in an efficient manner.

Reason for Leaving: Company ceased Business

1997 – 2009 Cargill International Pte Ltd (Operations/Exec Assistant)

• Providing full spectrum of Admin duties to a team of traders.

• Organized yearly team events including team building, flights and hotel.

• Arranging weekly meetings and taking minutes

• Preparations for reports for meeting based on information given by the trading team

• Ensure all the trades are entered promptly and accurately.

• Updating of spreadsheets on trading positions and handling of shipping documents. Reason for Leaving: Seeking for better opportunities, current roles was stagnant. 1993 – 1997 EVA Airways Corporation (Airline Officer)

• Supervised Sat’s staff in checking in passengers

• Issuance of airline tickets / Hotel Bookings

• Attending to passengers enquires and visa matters

• Performed administrative duties to Station Managers and team

• Co-ordinate and arrange meetings and taking minutes

• Handling of petty cash / expenses claims

• Attending to arrival and departure gate duties, customers complaints.

• Filing of reports on claims

Reason for Leaving: Seeking normal working hours

1988 – 1993 Singapore Airlines (Passenger Service Agent)

• Perform checking-In duties passengers

• Issuance of Airline tickets / Hotel Bookings

• Handling of excess baggage

• Perform administrative after end of day.

• Filing of reports

• Attending to passengers needs.

• Attending to incoming and departing flights

Reason for Leaving: Considered a promotion to be Airline Officer EDUCATION LEVEL:

Year 2005 Obtained Diploma in International Business by MDIS. Year 1984 – 1988 GCE ‘O’ Level

SKILLS & INTEREST:

Microsoft Office/Words/PowerPoint

Interest Activities: Travelling

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