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Professional Summary
Trustworthy, dependable, responsible Personal Assistant with more than 5 years of experience providing ongoing support to the CEO and Management Level. Dedicated, tireless professional with a keen ability to maximize both time and business efficiencies. Well-organized with in-depth technical knowledge and keen attention to detail.
Employment history
Confidential Secretary, Bednar-Thompson. Effertzstad, Vermont
Jan. 2018 – Present
1) Responsible for providing secretarial and administrative services to the Head of Department(HOD) such as :
– Type, transcribes all dictated material with a high degree of accuracy and ensures timely completion of all typing and secretarial assignments.
– Schedule and coordinate all the HOD’s appointments and meetings ( both internal and external ). Maintain the HOD’s diary on upcoming events.
– Attend to general departmental as well as functional Inquiries. Screen calls for the HOD and when required, direct queries to the appropriate department.
– Attend and take minutes of departmental meetings
– Coordinate Travel/Accommodation arrangements for the HOD.
– The filing must be done correctly and on a timely basis.
– Familiarise and keep abreast with the subject matters of letters, memo, circulars, reports and other documents.
– Retrieve any filed materials efficiently in a timely manner.
– Get ready file(s) for the meeting.
2) Assist the HOD in the functional aspects of the department, which includes preparation of presentation materials, working papers, documents, and reports.
3) Collate expense chits and prepare claim forms for the HOD before submission to the Finance Division. Also, vet through the departmental staff’s claims before approval by the HOD.
4) Ensure that documents sent for HOD’s approval are prepared according to the company’s policies and procedures.
5) Administer stationery within the department and ensure that stock is sufficient for departmental usage.
6) Assist the Divisional Head in ensuring that all documentation on ISO 9001:2008 Work Procedures on Property have complied with the requirements.
7)Assist in preparing outgoing payments i.e Sewerage Treatment, Quit Rent & Assessment.
Executive Assistant to CEO, Mraz-Heaney. Kihnstad, North Dakota
Feb. 2014 – Mar. 2014
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The responsibilities of the EA include but are not limited serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO. The EA also serves as a liaison to the Board of Directors and Managers; monitoring and responding to emails, scheduling and calendaring meetings; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Responsibilities:
Executive Support:
- Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; composing and preparing correspondence; arranging meeting agendas; monitors and response to emails; scheduling and calendaring meetings, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required;
- Sets up meeting files, presentation development, creates Powerpoints and other presentation tools; researches required information or background on organizations and individuals; prepares travel arrangements, expense reports, and all items needed to ensure the CEO’s successful focus on external relations and organizational growth; plans coordinates and ensures the CEO’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Consults with the CEO in determining the appropriate course of action, referral, or response; communicates directly, and on behalf of the CEO with board members, and others on matters related to the organization’s initiatives and activities.
- Provides a bridge for clear communication and maintains credibility, trust and support between the office of the CEO and the Managers and internal staff.
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, and follows up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the internal and external environments and keeps the CEO updated.
- Drafts acknowledgment and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization. Prioritizes conflicting needs; handles all matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Executive Administration
- Ensuring the proper documentation and record-keeping of executive functions such as Board of Directors meetings, Bylaws, and Board policies and elections – managing these functions in compliance with fiduciary, corporate and legal requirements; on behalf of the CEO, the EA also serves as a liaison to the Board Secretary and Treasurer.
- Coordinates all logistics of the Board Meeting and Managers Committee meetings, including location, meals, parking validation, conference call details, meeting materials, special presentations and other necessary items;
- Keeps Board Member schedules when possible to ensure the highest level of attendance at Board of Director meetings, keeping the CEO informed.
- Office Management
- Serves as the day-to-day manager of office logistics; manages accounts receivable and payable, maintains office supplies, mail processing, and manages office protocols including IT, equipment, phone protocols, etc.; provides backup support to the rest of staff answering phones when call volumes become heavy.
Office Administrator (Administration, HR Personnel, Document Controller), Hessel-Leffler. Hettingerview, Louisiana
Dec. 2009 – Apr. 2010
Admin: To provide assistance to the company in overseeing and conducting, recruiting, training management, supply management, maintenance, security, safety, personnel management, administrative, and public relations programs.
HR: Recruited to help open new power plant (Rugading Power Station) in KKIP, assist the startup and management of a full spectrum of Admin & HR operations, systems and programs. Worked with senior management to update/re-organize the HR policies and procedures; recruit employees; create group benefits databases; and develop orientation, training and incentive programs. Manage leave-of-absence programs and personnel records; administer benefits enrollment and programs; administer HR budget; and handle HR generalist workplace issues and finally fully in charge of payroll using UBS Payroll
Responsibilities:
- Provide general administrative support including but not limited to: phones, distributing mail, and preparing expense reports, Organize and maintain file and records
- Prepare official correspondence, coordinate and tracking functions, format correspondence, mark recommendations, and handle incoming and outgoing visit request preparation, logging, and verification.
- Provides supplies by identifying needs for reception, office, director room, and pantry; establishing policies, procedures, and work schedules.
- Perform HR functions including recruitment, preparation of employment contracts & record maintenance of personnel files for all staff, apply and renew Employment Pass and work permit
- Manage the payroll for 52 employees using the UBS Payroll system, including performance evaluations, salary increases, and compensation; Compile payroll data which with details such as the number of days attended work, number of hours work, piece work is done, taxes and insurance applicable and any dues that need to be withheld. Include exemptions that employees are entitled to while calculating wages. Enter all payroll data to the master payroll system and prepare paycheck for CEO approval
- Provides supplies by identifying needs for reception, meeting and training hall, all manager room, and pantry kitchen; establishing policies, procedures, and work schedules.
- Create and maintain the Legion’s HR and training activity records for staff, both manual and within the HR and Training database system, ensuring information is accurate and up-to-date and producing reports as required
- Produce reports and statistics according to the needs of stakeholders including but not limited to, reports detailing sickness, absence, turnover, retirement, referrals and training statistics
- Research and source external training as directed and source professional venues for training and recruitment, Arrange hospitality, room layout, book travel and accommodation for delegates attending training courses
- Organized meetings by arranging time, location, catering, creating agenda, and providing minutes
- Handled executive’s administrative details including maintaining and controlling confidential files and records, filing, printing reports, and screening visitors and telephone calls
- Act as a EA to the General Manager whereby doing all the job and responsibilities of a secretary
- Provides services to employees to answer their benefits questions, resolve problems related to access to or payment of benefits, orient newly eligible employees, and process enrollment forms, changes, and loan requests.
- Prepares and communicates information to employees and former employees about benefit programs, procedures, changes, and government-mandated disclosures.
- Performs any combination of following calculating, posting, and verifying duties to obtain financial data for use in maintaining accounting records: Compiles and sorts documents, such as invoices and checks, substantiating business transactions.
- Prepares requisitions for office, computer, and routine supply purchases.
- Also work as a document controller during the construction period (May 2009 – May 2010)
Admin HR cum PA to Director, Streich-Tromp. Rutherfordfurt, Maine
Aug. 2008 – Sep. 2008
Promoted to fulfill a broad range of HR functions, including recruiting and training employees, administering benefits, overseeing disciplinary action and managing HR records.
Admin Executive, Block, Kessler and Hegmann. Port Jannmouth, Nebraska
Apr. 2006 – Sep. 2006
Supports operations by supervising staff; planning, organizing, and implementing administrative systems.
Achievements – Success to get the license of Language Centre (In preparation of documentation and communicate to the Ministry Of Education)
Special Trainee, Lynch-Johnston. Wunschtown, New Jersey
Jul. 2005 – Nov. 2005
Computer Tutor (Contract teaching computer at SRK Convent, Bukit Padang) and Assist in Admin Department
Education
North Herzog, Hammesview, Virginia
MBA, Present
Southern Wisconsin University, East Demarcus, Hawaii
High School Diploma, Diploma In Information System (DKM 4) / Administrative Executive, Feb. 2006
Awards
Additional information
Reference
Languages
English
Bahasa Malaysia
Murut
Skills
Online Marketing
Ms Word / Excel / Power Point
Photo & Video Editor/Publisher
UBS Payroll System & Accounting
confidential secretary
- Liaise with suppliers and vendors on orders, deliveries and other business related matters.
- Assist to verify and sort out invoices, departmental claims, etc prior forwarding to Finance for payment.
- Handle other sales enquiry calls from customer and pass to respective sales person.
- To carry out any special task and Ad Hoc assignment as required by the superior.
confidential secretary
- Administer records processing and file management of the department.
- Handle documentation like typing, recording, and allocating memo for quick information retrieval as when needed by superior.
- Compile and manage record of files.
- Administer department stationery, paper and other related office supplies inventory.
confidential secretary
- Performance all administrative and secretarial functions supporting the department.
- Key in database in ITSS-oracle system for Sales Order Management and Purchase Order request.
- Handle phone calls and messages.
- Setting appointments/scheduling meetings, including meetings room arrangement.
- Attend meetings and prepare the meeting minutes and other correspondence.
- Arrange staff’s outstation and overseas business travelling including hotel, flight booking and documentation.
- Assist in typing and preparing of reports, presentation materials, proposal and etc.