Organised and resourceful Executive Assistant known for streamlining office operations and enhancing executive productivity. Excelled in managing complex schedules, coordinating high-profile meetings, and improving administrative workflows. Delivered impactful project support and ensured seamless communication within teams and with external stakeholders.
Overview
20
20
years of professional experience
2005
2005
years of post-secondary education
Work History
Executive Assistant
Mec3 Arabia DMCC
Dubai
10.2019 - 03.2025
Proactively manage a wide range of executive and administrative duties and processes
Deal with incoming email, post or other correspondence as required
Devise and maintain office systems including data management, electronic filing, correspondence and document filing
Carry out background research, produce reports, briefing papers and findings
Work multiple priority activities that require extensive coordination in multiple time zones; schedule appointments and meetings, and manage the calendars for leadership members as assigned
Arrange corporate travel and meetings by developing itineraries and agendas, visas, scheduling flights, booking other transportation, arranging lodging and meeting accommodations
Provide general assistance for presentations, workshops or meetings
Ensure senior management is briefed for meetings
Take notes if required and follow up
Screen phone calls, enquiries or request and handle if/when appropriate
Protect confidential and sensitive personnel information for Leadership, HR and Customers
Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans
Ensure that assigned projects/tasks are correctly planned and managed during execution
Establish, maintain and drive best practices in all aspects of Office Management
Be a change agent-influence, consult, and lead efforts for sharing and standardizing of best practices and processes
Interact effectively with supplier, clients and colleagues; handle communications and inquiries with customers in a global multi-cultural environment
Accounts Assistant/Logistics Coordinator
Construction Systems and Material DMCC
Dubai
02.2019 - 09.2019
Assist the Accounts team to preserve accurate accounting records of the company activities
Assist in data entry, bookkeeping, monthly VAT filing and Bank Reconciliation
Monitor unpaid invoices from clients and Issue payment requisition to the vendors
Maintain accurate posting of accounting transactions in Tally system
Maintain accurate accounting general ledgers
Organize and generate monthly financial reports
Assist in preparing financial statements
Other duties as required by the Accounts and Finance Department
Prepares a quotation and contracts according to clients' requirements as per rules and regulations
Preparation of Shipping documents - Commercial Invoice, Packing List, Certificate of Origin etc
Review of all documents like Bill of Lading etc
Review of Sales & Purchase agreements
Knowledge of various documents required for sending the documents through bank either on LC basis or on collection basis
Follow up with customers and freight forwarder for import/export shipments and must know the status of all shipments
Maintaining the inward-outward reports of material
Update the inventory management on monthly/quarterly basis
Preparation of PO & sending it to the supplier
Generate cost analysis report per project and evaluate the data
Reports to the manager of a department or an executive team member to handle any admin & logistics required for running a business
Managing the procurement and logistics activities in support of continued fleet operations
Negotiate quotations, proposals and contracts with suppliers on price, shipping lead time, quality and service for multiple services and commodities within the department' approved budgets
Prepare PO and Cash purchases and track shipment orders
To ensure best commercial value is achieved whilst meeting strict and demanding request for timely shipment/supply of goods and services
Responsible for all Supply and Shipment matters as relate to Fleet Operations and monitor stock levels and identify purchasing needs
Maintaining and updating potential vendor lists
In charge of all the necessary reports which includes but not limited to, comparison reports for each supplier and ports, a daily and monthly report of the department and reports required by the management for the annual meeting and accounts audit
To ensure invoices are matched to the approved PO
Follow up with stores/onboard vessels to close out good receipts
Reviewing, encoding & posting all the supplier's invoices
Distributing vendor invoices to cost center owners for payment approval and chase status where required
To check all the petty cash vouchers for supporting documents, validity and accuracy
Dealing with supplier accounts, inquiries, and all correspondence
Assist with Audit ensuring appropriate books and records are maintained
Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries
Solicits quotations from different Suppliers (local/overseas) and prepare orders
Preparing Reports such as Consumption Reports, Price Comparison, Quotation Evaluation, Suppliers Price Increase update
Preparing the Correspondences for Purchasing Section as per the Procurement Manager's instruction
Coordinate with Foreign shipments & Local Purchases
Review and record invoices from vendors to ensure accuracy in billing
Have knowledge of approved vendors and policies to avoid paying unauthorized invoices and expenses
Timely booking of purchase/ expense Invoices
Reconcile A/P transactions on a monthly basis
Research and resolve Invoice discrepancies and issues
Correspond with vendors and respond to inquiries
Assist with month-end closing
Inventory verification and reporting
Managing all sales related activity of the department and handling the volume of customer enquiries whilst providing a high quality of service to each caller
Prepare Quotations on time and then follow up with client for the status of the quote, negotiating terms with the client at a cost best suited for them
Writing up accurate and grammatically correct sales correspondence and effectively communicating with the customers in a professional and friendly manner
On time Acknowledgement the Orders received, processing the Supplier Purchase orders, Follow-up with the freight forwarders and internal logistics team for timely delivery of the material as per agreed terms
To produce monthly reports, order status file, stocks inventory and business opportunities for future guidelines of the Sales Team
Accountant/Bookkeeper
EC CUENCA & CO., CPA's
Cagayan de Oro City
05.2005 - 12.2010
Compile and analyze financial statements
Prepare tax documents and compute tax returns of the clients
Preparing balance sheet, profit and loss statement of the clients
Summarizing current financial status of the clients
Prepares bank deposits, bank reconciliation, payroll data and other reports
In charge of the audit plan and program and implement detailed field work or routine audit procedures
Make the audit working papers and prepares the draft of the audit report and findings for submission to the Senior Auditing Supervisor
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