Microsoft Office Applications
Irene Mallari
Executive Assistant
Antipolo City
Summary
Driven and resourceful administrative professional with more than 15 years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Versatile office worker who applies exceptional organizational skills while overseeing both smaller and larger teams.
Overview
21
21
years of professional experience
Work History
Executive Assistant to the VP of Finance
Alorica Philippines Inc.
Taguig City
01.2019 - 09.2022
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Used advanced software to prepare documents, reports and presentations.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Created expense reports, budgets and filing systems for management team.
- Organized and coordinated conferences and monthly meetings.
- Facilitated training and onboarding for incoming office staff.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Volunteered to help with special projects of varying degrees of complexity.
- Coordinated events and worked on ad hoc projects.
- Took notes and dictation at meetings.
Virtual Executive Assistant
OX Tools USA
Manila
02.2021 - 05.2022
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Used advanced software to prepare documents, reports and presentations.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Facilitated training and onboarding for incoming office staff.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
Personal Assistant to CEO
Incon General Contracting LLC
Abu Dhabi
06.2015 - 02.2018
- Organizing and maintaining the CEO’s diary and making appointments, and available time for meetings, appointments, business trips, school and family affairs.
- Assist with the establishment of the Company’s QMS and ISO accreditations, or other accreditation bodies as the CEO deems appropriate for the company to join.
- Manage and prioritize the multiple tasks that have been assigned.
- Create and manage general business admin policies (vehicles, time & attendance, IT related, etc) as requested by CEO
- Liaise with Australian Office counterpart and reports the update related to the development of the projects there.
- Identify, anticipate and prepare information requirements of the CEO for meetings, appointments, presentations and follow up inward/outward requests for information, outstanding reports and correspondence.
- Monitors expiring work permits and residence visa of the staff and arrange renewal requirements ensuring that no fine will be incurred for any lapses.
- Maintains human resources records by recording new hires, transfers, terminations, changes in job classifications, merit increases; tracking vacation, sick, and personal time
Secretary to the VP - Samsung Business Group
Eros Electricals UAE
Dubai
11.2012 - 05.2015
- Act as a liaison between the external or internal clients, partners, managers, and consultants in coordinating meetings.
- Assist the department in the preparation of the presentations and summarizing reports and documents. Administers completion and ensures accuracy of the data being presented
- Review reports that were forwarded to the department and distinguish data that requires more information prior to approval
- Develop necessary workflow processes, forms and formats for smooth functioning of the assigned activity under the guidance of the Line Managers
- Represents the department for any inter-department meetings pertaining to Corporate Support (HR, Admin, IT, Finance, ISO) administrative tasks
- Manage and prioritize the multiple tasks that have been assigned.
- Provides periodic reports and updates (i.e. price list, purchase, sales & inventory, budget vs actual report) on the activities as required
- Compliance to International Organization of Standardization, Company’s Code of Conduct, and Department’s Standard Operating procedure
Purchase Coordinator
Danube Group
Dubai
09.2008 - 09.2012
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders.
- Determined lowest possible cost, factoring in quality and reliability and negotiated favorable contracts.
- Standardized inventory quarterly reporting and analysis and instituted corrective action for close-outs and out-of-stock items to keep inventory records current.
- Negotiated policies and contracts with vendors to achieve optimal pricing and consistent availability.
- Solved diverse supply chain problems involving numerous sources, logistics and scheduling factors.
- Communicated with vendors regarding inventory needs and negotiated prices to maintain profit margins.
- Computed and created purchase orders to monitor stock levels, verify purchase requisitions and expedite customer orders.
- Reviewed proposals, qualified vendors and recommended optimal suppliers.
Administrative Assistant
Unigraf LLC
Dubai
12.2006 - 08.2008
- Executed record filing system to improve document organization and management.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Interacted with vendors to purchase and set up equipment and services.
- Conducted onboarding to help new hires adjust to administrative and performance aspects of jobs.
- Prepares office correspondence related to exhibition set up, client quotation and internal office memo.
- Handles visa issues of the personnel such as employment transfer, visit visa issuance and cancellation of residency.
- Assists the Office Manager and Production Supervisor in organizing details required for installation, dispatch of finished advertising materials and signage, arrange gate pass for the graphics installers.
Counter Receptionist - Air Arabia
Butler's Dry Cleaners and Launderers
Dubai
11.2004 - 06.2006
- Ensures the proper counting, distribution and documentation of the booked garment’s that’s coming in and out of the counter.
- Takes note on customer’s special instructions on their laundry as well as examines it for marking of stains and damages
- Prepares way bills, business statements and cash reports.
Customer Service Assistant
SM Department Store - SM Manila
Manila
03.2000 - 10.2003
- Front liner in assisting the customers concerns, page for the missing person and public announcement of the entire Department Store.
- Oversees the Customer Service Department – Non Revenue Section at times when the Customer Service Manager or Supervisor is not around.
- Operates a busy switchboard with 8 lines and 70 locals as well as monitors the in house paging system.
- Answers inquiries and attends to customer complaints and assistance.
- Process and accepts payments for utility bills like electricity, water, telephone, internet services and insurance policies.
Education
Bachelor of Science - Advertising And Public Relations
Polytechnic University of The Philippines
Sta.Mesa Manila 04.1998 - 04.1998
Skills
Business writing
Software
Oracle
SAP
Orion
Cognos
Additional Information
Citizenship: Filipino
Civil Status: Separated - Solo Parent
Birthday: November 25, 1977
Religion: Christian
Timeline
Virtual Executive Assistant
OX Tools USA
02.2021 - 05.2022
Executive Assistant to the VP of Finance
Alorica Philippines Inc.
01.2019 - 09.2022
Personal Assistant to CEO
Incon General Contracting LLC
06.2015 - 02.2018
Secretary to the VP - Samsung Business Group
Eros Electricals UAE
11.2012 - 05.2015
Purchase Coordinator
Danube Group
09.2008 - 09.2012
Administrative Assistant
Unigraf LLC
12.2006 - 08.2008
Counter Receptionist - Air Arabia
Butler's Dry Cleaners and Launderers
11.2004 - 06.2006
Customer Service Assistant
SM Department Store - SM Manila
03.2000 - 10.2003
Bachelor of Science - Advertising And Public Relations
Polytechnic University of The Philippines
04.1998 - 04.1998
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