ALAINE FUTALAN

• Managed CEO's calendar, appointments, and communications to optimize time management.
• Handle email correspondence and follow up on tasks or project updates on behalf of the CEO.
• Coordinate meetings with clients, subcontractors, and internal teams; prepare agendas and take minutes.
• Organize and maintain digital files, contracts, permits, and vendor records.
• Supported project scheduling and customer communication, coordinating logistics to ensure smooth operations.
• Assisted with estimating, invoicing, and documentation for renovation projects to support timely execution.
• Provide administrative support in sourcing materials, tools, or subcontractor quotes.
• Managed social media updates, marketing materials, and basic customer outreach.

• Manage executive calendars, emails, appointments, and follow-ups.
• Coordinate meetings, client communications, and document preparation.
• Organize digital files, contracts, and CRM records.
• Processed billing, invoicing, and streamlined client onboarding for smoother transitions.
• Assist in project tracking, reporting, and maintaining workflow efficiency.
• Oversee day-to-day operations, including curriculum planning and teacher coordination.
• Coordinated marketing efforts across social media, email campaigns, and student outreach to enhance visibility.
• Maintain quality assurance of educational content and teaching standards.
• Handle client acquisition, relationship management, and student support services.
• Tracked KPIs and implemented improvements to optimize service delivery and boost student engagement.

FLAGSTAR REHAB | US Healthcare Recruiter / Medical Virtual Assistant | Nov 2024 – Present

• Sourced and placed qualified healthcare professionals (RNs, Physicians, Therapists) for U.S.-based facilities, ensuring compliance with credentialing and onboarding processes.
• Coordinated staffing needs for U.S. hospitals as primary point of contact, ensuring candidate documentation adhered to strict licensing standards.
• Medical Records Management: Organized sensitive digital files and candidate records using CRM and LMS platforms (Zendesk, Zoho, CANVAS) while ensuring HIPAA-level confidentiality.
• Managed complex scheduling for healthcare executives and tracked follow-ups on medical staffing deliverables to ensure timely fulfillment.
• Telehealth Coordination: Facilitated remote communications and virtual meetings via Slack, Zoom, and Google Workspace to bridge providers and facilities.

• Lead recruitment processes including job postings, screening, interviews, and onboarding.
• Maintain employee records, contracts, and HR documentation in compliance with labor laws.
• Oversee performance management, employee engagement, and professional development initiatives.
• Manage HR policies, benefits administration, and payroll coordination in collaboration with finance.
• Handled employee relations matters, maintaining professionalism and discretion to support a positive work environment.
• Serve as a point of contact for all HR-related queries and support.
• Manage complex calendars, schedule meetings, and coordinate travel arrangements for the CEO, COO, and CFO.
• Prepare executive-level presentations, board decks, reports, and communications.
• Acted as gatekeeper and liaison, facilitating effective communication between executives and internal/external stakeholders.
• Track follow-ups, deadlines, and deliverables to ensure efficient workflow.
• Organize leadership meetings, prepare agendas, take minutes, and manage action items.
• Assist in managing high-level client and partner relationships, including meeting coordination and communication.
• Coordinated team-building events and recognition programs to enhance company culture and employee engagement.

• Designed and implemented training programs across departments to enhance employee skills in technical, operational, and compliance areas.
• Conduct training needs analysis to identify skill gaps and align learning initiatives with organizational goals.
• Monitor and evaluate training effectiveness through feedback, assessments, and performance improvements.
• Collaborate with department heads to support onboarding and continuous development plans.
• Led implementation and continuous improvement of ISO-compliant quality management systems to ensure regulatory compliance and operational efficiency.
• Conduct internal audits, prepare for external audits, and ensure documentation is up to date and audit-ready.
• Facilitate process mapping, risk assessments, and root cause analysis for non-conformities.
• Train employees on ISO requirements and quality control procedures.
• Manage the CEO's calendar, appointments, travel, and daily correspondence.
• Coordinate executive-level meetings, prepare agendas, take minutes, and track action items.
• Draft, edit, and format reports, presentations, and internal communications.
• Facilitated communication between CEO and stakeholders to enhance collaboration.
• Managed confidential information with utmost discretion and professionalism.

• Managed complex calendars, schedules, and travel arrangements for VP and Senior Director to ensure efficient use of time.
• Coordinate internal and external meetings, including leadership team meetings, town halls, and stakeholder sessions.
• Prepared executive-level presentations, reports, and documents.
• Monitored emails, drafted communications, and followed up on key action items to facilitate timely responses and decision-making.
• Ensure timely and professional handling of confidential and sensitive information.

• Lead the recruitment process for technical, creative, and business roles, ensuring a smooth onboarding experience for new hires.
• Acted as the point of contact for employees, resolving concerns and fostering a positive, inclusive work culture.
• Oversee performance review processes, set KPIs, and develop employee growth plans to align with company goals.
• Developed and delivered training programs on company culture, product knowledge, diversity, and career development to enhance employee engagement.
• Ensure compliance with labor laws, data protection regulations, and industry-specific standards (such as digital safety and user privacy).
• Administered competitive compensation packages and benefits programs to support employee well-being and satisfaction.
• Implement initiatives to promote employee satisfaction, engagement, and retention in a fast-paced digital environment.
• Maintain HR systems, track key HR metrics, and generate reports for leadership.

• Respond to customer inquiries via chat, email and phone calls in a timely and professional manner.
• Provide accurate information about products/services and resolve customer issues.
• Handled complaints to achieve high levels of customer satisfaction and resolve issues effectively.
• Assist potential customers with selecting the right product or service.
• Answer questions about pricing, availability, and product features.
• Upsold and cross-sold products, contributing to increased customer value and engagement.
• Troubleshoot and resolve basic technical issues related to products or services.
• Escalate complex technical problems to higher-level support when necessary.
• Provide step-by-step guidance to customers for issue resolution.
• Managed diverse client accounts in healthcare and telecommunications, ensuring tailored support and solutions.