Executive Assistant

Curriculum Vitae

Anna Lisa Castillo

*

Anna Lisa Castillo

Dubai, United Arab Emirates

Email Add: *************@*****.***

Mobile # +971*********

About me:

With over 20 years of professional experience in the United Arab Emirates, I have honed my expertise in General Office Administration, Operations, Document Control, and Secretarial works. As a dedicated Personal Assistant, I have proven a track record of delivering tangible results through effective cross-team collaboration. I am proactive and eager to join forces with like-minded professionals to achieve shared objectives. My career ambition is to secure a challenging position that not only allows for personal growth and advancement but also leverages my extensive expertise to drive organizational success. I am committed to pursuing excellence in the field of administration, aiming to uphold the highest standards and competence, and to contribute my knowledge and experience towards the fulfillment of the organization’s goals and aspirations.

SKILLS:

Executive & Admin Support MS Office Suite (Word, Excel, PowerPoint, Outlook) Calendar & Meeting Management Filing, Document Control & Archiving Travel & Visa Coordination Liaison with Project & Site Teams Tender & Document Preparation Event & Meeting Logistics Office Operations & Coordination Multitasking in Fast-Paced Environments Communication & Correspondence Customer service

Time & Task Management Ability to learn new software applications EDUCATIONAL BACKGROUND:

COLLEGE: Southeast Asian College (1995-1998)

COURSE: Associate Degree in Radiologic Technology

CIVIL SERVICE ELIGIBILITY / PROFESSIONAL BOARD / BAR: Passed the PRC Licensure Examination - June 1998

TRAINING / SEMINARS:

Member of First Security Group (2008)

Member of American Safety Health Institute (2022)

ERP, Aconex Training

Basic First Aid – Foremost Institute for Health & Safety (March 2022-Oct 2024) Basic First Aid – Safety Zone S&S Consultancy (Oct 2024-Oct 2025) PERSONAL DATA

Date of Birth: 16 April 1978

Nationality: Filipino

Gender: Female

Visa Status: Company Visa (non-transferable)

Curriculum Vitae

Anna Lisa Castillo

2

PROFESSIONAL EXPERIENCE:

NASS Scafform Contracting – Dubai, UAE

Personal Assistant/Admin

Oct 2021 – to present

• Carryout the directives of the Manager and ensure that all personnel comply with such directives.

• Ensure the prompt and effective implementation of any corrective action to be taken in your department.

• Prepares quotations against scaffolding enquiry from various clients.

• Attends telephone calls, screening and directing calls to other employees, providing basic information to callers and visitors and sorting incoming mails.

• Authorized to receive all company emails and forward them to the concerned employees.

• Maintains and update the personnel files of all employees.

• Maintain the Contracts and Job files for clients and collect the LPO from them.

• Assist the Site Operational requirements such as arranging Passes, correspondences, vehicle

/ Labour Camp maintenance, Materials transfer among company branches in GCC etc.

• Arrange the insurance such as Health, Company-owned vehicles, Workmen Compensation etc. and it’s renewal.

• Arrange the office equipment and its repairs, stationery etc. as and when it requires.

• Prepare required pre-qualification documents as and when required by GM/RGM.

• Carry out other duties instructed by top managers such as office correspondences, hotel booking for business clients and visitors.

• Support and assists PRO needs for visa transactions, renewals, gate passes applications, etc.

• Support and assist QHSE department for any required documents (trainings, MSRA,audits, etc)

• Arrange timecards/timesheets of employees

NASS Contracting WLL – Dubai, UAE

Personal Assistant/Admin

Sept 2018 – Oct 2021

• Act as the key contact and reports to Regional Manager.

• Organize project monthly meetings (internal and external).

• Draft correspondences, minutes, agenda as advised by Manager

• Maintain Manager’s calendar, schedule meetings, etc.

• Answer phones – screen / handle routine and / or noncritical item.

• Arrange travel plans / business trip.

• Maintain files / logs according to company policy.

• Distribute and / or handle items not requiring Manager’s attention.

• Responsible for day-to-day incoming emails and business correspondence.

• Liaise with subcontractors / suppliers (cheque status, invoice status, etc.).

• Maintain and logs accounts related matters (cheques, LC, invoices etc.).

• Consolidates HSE and QAQC Monthly reports

• Provided support to staff and line manager on HR related issues

• Database Management - updated company documents including policies and procedures;

• Updated Staff & Workers Files.

• General administrative work (time cards, leave requests, etc.) Curriculum Vitae

Anna Lisa Castillo

3

Drake & Scull International PJSC - Dubai, UAE

Personal Assistant to Group CEO, COO, Commercial Director, Managing Directors

June 2015 to June 2018

Administrator to Regional Manager

Feb 2015 to June 2015

Executive Secretary to Project Director

Feb 2005 to Feb 2015

• Reports and provides personal assistance to C-Level managers

• Maintain/set-up sophisticated filing systems as per company policy.

• Liaising with Clients, VIP Guests both locally and globally.

• Organize meeting and agendas.

• Answer phones - screen/handle routine and/or noncritical item.

• Arrange travel plans both business and personal trips.

• Process visa applications for both, personal and business trips.

• Maintain CEO, COO and Commercial Director’s calendar, schedule meetings, etc.

• Process incoming mails; open, stamp, sort for priorities. Filing of correspondences.

• Responsible for the day-to-day incoming emails and business correspondence.

• Distribute and/or handle items not requiring Manager’s attention.

• Coordinate and process general administrative work (timecards, leave requests, etc.) for CEO approval.

• Manage various approval requests to CEO on daily basis via ERP system.

• Daily filing all incoming and outgoing correspondences.

• Responsible for the time attendance register.

• Making sure that various levels of information are received and circulated. Arabian Dreams Real Estate – Dubai, UAE

Receptionist / Secretary

Oct to Dec 2004

• Reports directly to the CEO;

• Answers telephone calls;

• Assist Clients and give the new listing of property buying and rentals;

• Communicates to Clients thru emails for the inquiries and other matters;

• Prepares contracts and keys for the Clients once finalized to rent or buy the villas, apartments, warehouse, etc.

Veterans Memorial Medical Center - Philippines

Oct 2002 to Sept 2004

Hearing Air Specialist/Audiology Technician

• Reports directly to the ENT Department Head;

• Logs patient’s history and results,

• Examines the patient with care; Forwards examinations to the doctors once completed; molding of clay if necessary or as per doctor request. Curriculum Vitae

Anna Lisa Castillo

4

Medical Secretary

• Assist doctors and hospital heads with office works, patients, etc.;

• Assist patients with their room assignment and other needs;

• Compiling medical charts; Recording past and present medical records of patients;

• Schedule checkup appointments and medical appointments for patients;

• Receive and send documents and test results to appropriate staff;

• Answer telephone calls, encode details and transfer to an appropriate destination;

• Perform bookkeeping duties like keeping receipts, prescriptions and other important files;

• Interview patients with their condition before passing to doctors.

• Transcribe recorded messages to and doctor’s diagnosis to medical records; Assist to weekly programs for laryngectomy patients

Adventure Videos, Inc. - Philippines

Customer Service / Secretary

May 2000 to Aug. 2002

• Reports directly to the General Manager;

• Answers incoming calls; Responsible for handling all correspondences (incoming and outgoing); Encoding of all DVDs, VHS, etc. once received from supplier;

• Arrange Daily Sales Report;

• Prepare timecards for the staff monthly

Lomibao Emergency Clinic - Philippines

X-ray Technologist

Nov.1998 to May 2000

• Reports directly to the Owner.

• Logs/encodes patient’s history and diagnosis;

• Examines patient as per the request.

• Responsible in handling patients during examination / procedure.

• Develop the film once the examination is finished by using manual developer.

• Ensures that no artifacts can be seen once they are developed. San Jose Family Clinic - Philippines

X-ray Technologist

Aug. 1998 to Nov. 1998

• Reports directly to the Owner.

• Logs/encodes patient’s history and diagnostic;

• Positions the patient as per the requested examination;

• Responsible in handling patients during examination/procedure.

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