Executive Assistant Administrative Support

Olga P. Gonzales

Block * Lot * Carina Street Cefels Park II Subd Deparo 2 Caloocan City

092*-******* ********@*****.***

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

OBJECTIVE To gain a position that entails a great opportunity or better improve my skills in Secretarial and Customer relation/interaction. Experienced Executive Assistant with a demonstrated history of working in various industries by providing high-level administrative support to executives and C-levels of the company. The primary goal is to ensure the smooth functioning of the executive's office and to assist them in achieving their objectives by efficiently managing their time, resources, and communication.

ACHIEVEMENTS

• Implemented a new digital filing system, reducing paper usage by 50% and improving document retrieval time by 30%

• Received Best EA of the Year award for exceptional performance and dedication.

• Successfully organized a company-wide conference attended by over 500 participants, ensuring seamless logistics and a positive experience for all attendees.

• Efficiently managing executive calendars, appointments, and travel arrangements to ensure seamless scheduling and coordination of meetings and events.

• Streamlining communication and information flow between the executive and internal/external stakeholders, including drafting, and editing correspondence, preparing reports, and handling inquiries.

• Demonstrating exceptional organizational and multitasking skills, prioritizing tasks, and proactively identifying and addressing potential issues to support the executive's productivity and effectiveness.

SKILLS

Knowledge of principles and practices of basic office management and organization

Strong organizational and multi-tasking ability

Knowledge in Procurement and Logistics, Facilities Mgt and Purchasing

With sense of integrity and values

Pleasing personality, with excellent interpersonal skills and customer relation

Demonstrated experience and highly comfortable with MS Office

Proven ability to be proactive and takes initiative on tasks and issues that must be addressed.

Strict on punctuality and attendance

Highly communicative (verbal &written)

EDUCATION

1999 – 2001 DLSU-CSB Angelo King, Manila

BSBA-Major in Business Management

1992-1996 Colegio de San Juan de Letran Intramuros, Manila Bachelor of Arts Major in Economics

WORK EXPERIENCES

2024 Feb to Oct 2024 JRM-Ventures/Coordinate Sports Los Angeles, California (Remote) Virtual Executive Assistant to the CEO/Founder (Freelance)

• Overall CEO Project and Task management (Monday.com, Hubspot)

• Calendar scheduling including personal appointments

• Management of multiple email inboxes and responses

• Distribution of minutes and follow up with customers and meeting action items

• Sales CRM administration and completion of prospect communication follow ups

• Reach out to clients and prospects to schedule meetings and gather data/information

• Act as the point of contact among executives, employees, clients, and other external partners

• Manage information flow in a timely and accurate manner

• Manage executives’ calendars and set up meetings

• Prepare and distribute board packs

• Format information for internal and external communication – memos, emails, presentations, reports

• Take minutes during meetings

• Screen and direct phone calls and distribute correspondence 2021 Sep to 2023 Mar Ernst & Young Global Delivery Services PH - Taguig Virtual Executive Assistant to Partners and Exec Directors

• Works on assisting seven executives mixed of Partners, Executive Directors and Directors, based in Australia, to assist with daily activities including email, calendar, presentation, events, travel, forecast and other ad hoc tasks.

• In charge of attendance and expenses to be submitted to Mercury (SAP based program) on a weekly / monthly basis

• Monitor key items for action and implementation.

• Record, collate and reconcile action items, projects and other activities of the PEDs team.

• All other admin tasks performed by an EA with keen understanding, attention to details, versatility, and proficiency.

2021 Jan to Jul 2021 CYBERBACKER WORK FROM HOME

Virtual Executive Assistant to a HEAD COACH for Keller Williams

• Prepare the roster of participants before the launch starts.

• Check the list of registered participants in zoom.

• Rename participants before inviting them to the breakout rooms

• Assist the head coach with his power point presentation during the class

• Take note of questions, suggestions in the chat box during the launch

• Keep track of the attendance

• Monitor the goals for each team

• Monitor fouls for all the participants

• Monitor team captain's report

• Monitor on Jake's email, participants advise regarding absences and tardiness

• Submit the report to MAPS regarding the team standing for graduation. 2018 Nov to Feb 2020 REVOLUTION PRECRAFTED Makati Ave, Makati City Executive Assistant to the CEO

• Manage and maintain executive schedules, including travel and conferences, appointments and day to day calendar of activities

• Conducts research as needed

• Maintains database

• Meet with special interest groups or individuals, act as representative on behalf of the executives

• Overseeing admin policies within the organization

• Provide clerical and general office support to other department. Delegates tasks and other staff members when appropriate.

• Opening, sorting and distributing correspondence –email and snail mail

• Prepares reports, collect and analyze information, prepare presentation

• Develop and utilize historical information, provides retrieval of information (record retention system)

• Prepare and develop records management system when appropriate

• Record meeting discussion and provide minutes

• Maintain knowledge by attending professional and technical educational seminars and workshops, review publications; establish professional and personal networks within the industry.

• Participate in societies relative to the business

• Coordinate finances (liquidation, reimbursements, petty cash)

• Assist in budget preparation and strategic planning 2018 Nov to 2017 May UNILEVER GLOBAL SERVICES BV PH ROHQ BGC, Taguig City Team Coordinator for Manila BFS Employees

• Support team in arranging for business travels

• Coordinate knowledge transfer sessions (logistics) in Manila and in Bangalore

• Manage Departmental Expenses

• Arrange and organize team activities

Executive Assistant for BFS Service Delivery Director

• Schedule management

• Travel Arrangements

• Visitor Assistance

• General Admin Support

Office Management

• Procurement of office supplies

• Ensure Good Housekeeping of Office

• Support in company wide events

2015 Aug to 2016 Nov ICHOR INTERNATIONAL HOLDING INC Makati City Office Manager cum Executive Assistant to the CEO and COO

• Make sure that the office runs smoothly, which includes keeping supplies in stock, making sure administrative and office staff are doing their job,

• Working with vendors, suppliers

• Ensure the facilities are clean, orderly, and safe, and analyzing supply and energy consumption

• Determine cost-saving and efficiency savings

Executive Support

• Prepares correspondences, reports, presentations for the Executives

• Manages Executives’ schedule

• Makes travel arrangements for the Executive’s, coordinating flights, accommodations, and other itinerary specifics

• Prepares MDs expense report for loading in ISP for SAP reimbursement

• Completes projects and special assignments as directed by the Executives Sales Support

• Acts as Contracts Administrator

• Distribute software CDs to the clients

• Files and maintains Direct Deal contracts

• Prepare CEOs expense report for reimbursement

• Arranges meeting, trainings and client presentation (food, venue, logistics etc) Administrative Support

• Custodian for Corporate Credit Cards and Petty Cash for purchase of airline tickets, pantry supplies, office supplies and small equipment, event supplies etc

• Request Purchase Order for various office requirements

• Prepares, submits and maintains accreditation documents

• Arranges internal corporate functions (i.e Christmas Party, Coffee Corner Sessions etc)

2014 Nov to 2015 Jun A. MENARINI PHILS INC. BGC, TAGUIG CITY Executive Assistant to the General Manager

2009 Jun to 2013 Jan ABOITIZ JEBSEN COMPANY INC. (Formerly ABOITIZ JEBSEN BULK TRANSPORT CORP) South Harbor, Manila

Executive Assistant to the Vice Pres (Ship Management) 2007 July to 2008 Oct WALLEM Philippines Shipping Inc. Intramuros, Manila Executive Assistant to the Vice President

2006 Feb to 2007 Feb BAYAN TELECOM INC Roosevelt QC Executive Assistant to the VP of Customer Care

2005 Mar to 2006 Jan GLOBAL APPAREL INC. Novaliches, QC Executive Secretary/ Import & Export Documentation Representative 2002 Sep to 2004 Aug RS COMPONENTS LTD Ayala Ave, Makati City Customer Service Officer/Tele Sales Acquisition Officer 2000 May 5 to 2002 Apr 12 GUILD OF PHIL. JEWELLERS INC. Mandaluyong City Executive Secretary to the President

1999 Aug 7 to 2000 Apr 1 ‘00 Alamo Transport Tambo, Pque. Rental Agent

1997 May 13 to 1998 Dec 18 MICROSOFT SUPPORT SERVICES Makati City Channel Support Representative/Secretary

OVERALL FUNCTIONS AS EXECUTIVE ASSISTANT

• Represent the office of the Executive in a positive and welcoming manner and high standards of decorum. Screen & welcome visitors, mail, and telephone calls: ascertain the nature of their business, help those that can be taken cared of personally, and redirect those which can be handled by others; tactfully make referrals as appropriate.

• Organize and maintain the Executive’s calendar; schedule meetings and appointments; Remain current concerning problems, situations and conditions of special interest to the GM; exercise independent judgment and anticipation concerning matters requiring the GM’s attention to assure timely action

• Receive, open and review all incoming correspondence referred or addressed to the Executive. Ensure all incoming and outgoing documents are dated by the Executive’s EA’s Office.

• Develop and maintain a filing system that is complete and updated at all times

• Responsible for the preparation, tracking/monitoring of Executive’s budget and petty cash. Ensure that the Petty Cash Fund balances are accurate and documented at all times.

• Knowledge & implementation of company policies in reimbursements, liquidations, & incentive payouts, HRD matters, etc.

• Attend to the procurement of supplies, maintenance of services, etc. to see that the Executive’s immediate office is adequately provided for in these areas.

• Prepares Quarterly CEO reports for CH’s review, and submits to the AMAP CEO’s Exec. Assistant on time

• Work independently without guidance in the performance of day-to-day work.

• Gain understanding of and provide accurate pertinent information regarding rules, regulations, laws and policies; relieve the Executive of considerable administrative detail.

• Helps ManCom make consistent decisions by advising them of historical precedents; serving as liaison between them and the GM.

• Arrange domestic and international travels and meetings: organize itineraries and agenda; booking lodging and transportation; arranging meeting rooms; complete statement of travel forms.

• Ensure readiness of office Boardroom at all times

• Ensure that the Boardroom, Executives office are both organized, and well maintained.

• Takes detailed minutes of the ManCom meetings and promptly circulate the draft and final minutes within a week from the meeting.

• Perform administrative support as well as secretarial duties for the Director, Executive Director, Vice President and Sr. Vice President. Works on a significant range of assignments that are complex in nature where considerable judgment and initiative are required in resolving problems and making recommendations.

• Determines methods and procedures on assignments. May give direction to lower level admin associates.

• Performs a significant range of administrative and secretarial duties which are of a confidential and technical in nature.

• Highly skilled with various PC software packages such as spreadsheet, word processing and power point presentation.

• Thorough understanding on methods of work, company procedures and personal at all levels of the organization. Exercises diplomacy in all facets of the job.

• Has sufficient knowledge of company's policies and personnel to make moderate administrative decisions, exercising judgment. Exercises considerable judgment and discretion in scheduling appointments for superior, maintaining and controlling of confidential files and correspondence.

• Is responsible for securing and furnishing information required for compiling various reports.

• Management of executive's personal concerns such as bills payments and other personal errands

• Represent executive in meetings that he cannot attend and follow up activities to other managers or departments' staff assigned

• Drafting and finalizing all manner of agreements, contracts and memorandum

• Act as customer relations of the company and interact with external clients

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

• Coordinate project-based work

• Review operating practices and implement improvements where necessary

• Supervise, coach and train lower staff

• Oversees providing administrative, information and records management support to the Executive and assigned department.

• Also performs other functions or participates in ad hoc projects as may be assigned from time to time.

• Planning and Budgeting: Gathers relevant information and provides as input for the development and implementation of departmental plans and budget.

• Resource Management: Uses assigned resources as intended to help ensure that expenses are maintained within budget.

• Ensures equal distribution of workload among secretarial pool/administrative assistants.

• Oversees and ensures processing of statutory requirements which include expiration of certificates and licenses and safekeeping of these documents.

• Acts as Records Coordinator. Performs work within the standards of the company’s Quality Management System and Information Security System. (ISO Certification)

• Takes an active role in project teams or group activities to ensure meeting goals and objectives.

• Disciplines them for non-observance of company policies and ethical practices.

• Performs other HR functions (hiring, coaching, firing, goal-setting, delegating, etc.)

• Monitors training, development, coaching & motivating of direct reports to ensure attainment of at least 40 training hours and the development of a competent and viable team to aid in succession planning.

• Regularly conducts a one-on-one dialogue or departmental meeting with staff to address company / department / function - related issues, concerns and expectations.

• Monitoring of balances of Import Authority, Warehousing Import Bonds, and Import Processing Docs, Exportation docs

CUSTOMER SERVICE FUNCTIONS

• Accommodating guests/customers with appropriate transportation such as airport transfers, drop off/ pick up to different destinations, car rental.

• Accepts booking and reservation for bridal cars, opening and closing of contracts for car leasing.

• Preparing daily business record per shift and accounting functions for daily cash transactions.

• Provides services to customers/end-users by giving them product support through phone inquiries and walk in clients as well as taking care of the replacement of defective software.

• Updating them with new information technology, product releases, promotional items, upcoming events and seminars

• Maintain channels with Microsoft’s Sales Partners, Resellers, end-users by doing some telemarketing, direct mailing of invites for paid seminars/events to help Microsoft Philippines double their revenue.

• Cleaning and updating databases, submitting weekly and month end reports to the Service Delivery Manager, Channel Unit Manager, and Regional Manager of the whole subsidiary.

• Process daily quotations

• Update daily shipments.

• Entertain product inquiries and complaints thru telephone and walk in clients

• Fax quotations and order confirmation

• Pre-qualify new accounts (First Time Purchasers)

• Doing outbound calls for after sales service (delivery fulfillment etc.)

• Doing catalog presentation

• Sending out mails/flyers of product information and other promotional materials via mail and internet

CHARACTER REFERENCES:

Idee Reyes-Chanco Co- Team Leader, ERNST & YOUNG, 091******** Jiro Ladrillono – HR Manager, REVOLUTION PRECRAFTED, 091******** Issa Madriaga – HR Specialist, UNILEVER, 095********

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