Summary
Overview
Work History
Education
Skills
Personal Information
Certification
Additional Information
Languages
Timeline
Generic
Ma. Jesusa Abad Defensor

Ma. Jesusa Abad Defensor

Summary

Experienced in managing complex administrative tasks and providing support to senior executives. Strong organizational skills are leveraged to streamline office operations and enhance productivity. Proven track record of effective communication and problem-solving, consistently contributing to team objectives.

Overview

29
29
years of professional experience
1
1
Certification

Work History

Senior Administrative Assistant

Expediagroup
03.2013 - 10.2024
  • Organized group events and meetings both onsite and offsite venues, was responsible for planning, budget, and logistics for simple and complex meetings such as team/business reviews.
  • Processed requests for visa invitation letters from partners and Team members.
  • Created correspondence including complex and sensitive emails, letters, memos, presentations and reporting.
  • Processed invoices and created requisitions. Compiled and maintained department budget information.
  • Monitored payments of partners monthly invoices, updated coding schedule template used as reference by the team.
  • Downloaded reports from Oracle and WEX website used for invoice processing and update of partner invoice payments via coding schedule, double-checked agent info via Synapps.
  • Acted as focal person for upkeep/maintenance of Automated Partner Site Visit System-collaborated with developers regarding updates/revisions to the system, per feedback of team leadership, clients (internal) i.e, team members using the Online PSV System and partner POCs, demonstrating strong problem-solving skills to address any issues that arose.
  • Monitored and organized emails received by the TPSP Site Visit Shared Mailbox, ensured that emails were answered and requests carried out in a timely manner.
  • Issued month-end summary of partner site visits via Power BI app.
  • Documented BAU processes such as Online PSV System (filing partner site visit forms), Training Bank, One Drive Global Vendor files, Looking Glass VCA.

Executive Assistant IV & Project Manager, Philhealth CARES

PHILIPPINE HEALTH INSURANCE CORPORATION
10.2011 - 01.2013


  • As Executive Assistant IV: Assisted in implementing the administrative and technical decisions by the President and CEO and performed a variety of administrative and technical duties in support of this function.
  • Monitored the flow of communications to and from the Office of the President, supervised the preparation of relevant communications, and organized facts to facilitate decisions by the President on matters requiring approval or disapproval.
  • Performed researches on specific topics as basis for executive decisions.
  • Assisted the Head Executive Assistant in the preparation of reports;
  • Assisted in preparing policy and other options to facilitate/guide the decision by the President on what actions to be taken;
  • As Project Manager of Philhealth CARES: Developed and effectively managed program timelines to ensure timely achievement of program deliverables.
  • Monitored day to day activities of the program management team to ensure quality and accuracy of work turned out by the team.
  • Implemented and managed project changes and interventions to achieve project outputs.
  • Served as programmatic liaison to stakeholders and reported directly to the President/CEO the program's progress and development.


Policy Advocacy, Campaigns and Networking Officer

CATW-AP
12.2009 - 09.2011
    • Company Overview: Coalition Against Trafficking in Women- Asia Pacific region
    • Led and coordinated the planning, implementation and evaluation of policy advocacy, campaigns and networking programs of the Coalition.
    • Drafted correspondence to policy makers, policy and media statements for local campaigns as well as pertinent regional issues.
    • Supported the Executive Director in representing the organization to policy advocacy meetings, international and national conferences and court hearings.
    • Developed, strengthened and sustained relationship with legislative and media network in the Asia Pacific region and in the Philippines in particular.
    • Interfaced with team lead of the education, research and survivors' empowerment programs of the Coalition.
    • Undertook media anchor duties for Aksyon Kababaihan, the Coalition's weekly radio program at DZRH radio station.
    • Performed special functions assigned from time to time

Administrative Associate

PEMSEA
09.2007 - 12.2009
  • Company Overview: Partnerships in Environmental Management for the Seas of East Asia, a project programme of the GEF/UNDP/UNOPS
  • Performed canvassing, purchasing, supplies coordination and inventory management activities
  • Knowledgeable in the UN ATLAS Database System.
  • Coordinated shipping of equipment and materials to projects and other destinations, as well as claiming of incoming shipments, ensuring that customs and other legal requirements are complied with.
  • Ensured the provision of communication services particularly handling and distribution of incoming and outgoing mails, email and internet services (in close coordination with the IT Specialist).
  • Ensured provision of venues and other logistic requirements for conferences and such other affairs (arrangement for travel, transport and accommodations).
  • Ensured the provision of security services and measures at PRF and for visitors, as may be required.
  • Provided assistance in the repatriation of internationally-recruited staff, interns, fellows and the like at PRF.
  • Maintained office cleanliness and repairs of building facilities, furniture, fixtures and equipment.
  • Coordinated the PRF transport requirements to ensure that vehicles are available for scheduled and emergency official trips, or sources transportation facilities, as needed.
  • Monitored the preventive maintenance and repair schedules of vehicles, ensured the renewal of annual registration and insurance coverage of the respective units.
  • Managed the PRF facilities including the use of conference rooms, training rooms and its equipment.
  • Assisted in the recruitment and selection system of the programme (vacancies, interviews/testing, contracts monitoring, etc.) and performs all related functions.
  • Maintained and updated personnel information system.
  • Coordinated with PRF staff, visitors and government offices for programme-related activities.
  • Monitored service providers' performance to ensure competitiveness, cost-effectiveness and satisfactory delivery of services.
  • Demonstrated and promoted the mission, objectives, guiding principles and positive image for the PRF at all times.
  • Undertook special research assignments on specific information/data required.

Administrative Officer

B & M Global Services Manila, Inc.
01.2004 - 03.2006
  • Company Overview: A subsidiary of Baker & McKenzie International
  • Oversaw and coordinated office administrative procedures and reviewed evaluated and implemented new procedures.
  • Established work priorities, delegated work to office staff and ensured deadlines are met and procedures are followed.
  • Carried out administrative activities in support of other department functions.
  • Assumed HR functions such as recruitment, compensation and benefits administration, employee relations and counseling, labor relations, payroll administration, employee training and organizational development, performance appraisal management and employee record-keeping in the absence of an HR Department.
  • Coordinated and planned various office services such as relocation, equipment, supplies, forms, purchase and disposal of assets, payroll services, parking, facilities management and security services.
  • Assisted in preparation of operating budget and maintain inventory and budgetary controls.
  • Assembled data and prepare periodic and special reports, manuals and correspondence;
  • Handled travel and hotel arrangements of employees and Firm guests.
  • Assisted employees in securing travel documents such as visas and passports for their travel abroad.
  • Acted as 1st approver in the PayRequisition system, ensuring correctness of entry details and all pertinent documents are in order before processing check payment to suppliers/vendors.
  • Handled petty cash fund and OT meal reimbursement fund in the absence of an Administrative Assistant.
  • A subsidiary of Baker & McKenzie International

Administrative Assistant

Quisumbing Torres
08.1998 - 12.2003
  • Company Overview: Member Firm of Baker & McKenzie International
  • Ensured that newly hired lawyers fill out the necessary B & M forms.
  • Coordinated local and international publication requirements (internal and external directories, QIP, etc.).
  • Accomplished weekly report form for the partners' review.
  • Handled performance appraisal/evaluation of associates and partners.
  • Organized meetings, planning sessions, social activities and other Firm events sponsored by the local office.
  • Assisted the Office Manager in preparing minutes of the weekly Management Committee meetings and other reports submitted to the partners/principals.
  • Interfaced with assigned Admin Assistant regarding purchasing requisition, canvassing, issuance and supplies utilization, car rental requests, and kitchen staff supervision.
  • Interfaced with assigned Admin Assistant on revision of office manual, non-legal staff performance appraisal, coordination with HMO concerns of legal and non-legal staff.
  • Processed check payment to suppliers;
  • Assisted in renewal of office lease, and coordinated office renovations;
  • Processed cellular phone allowance and car loan of legal staff;
  • Assisted visiting lawyers and support staff from various B & M offices with their hotel accommodations and travel requirements.

Showroom Supervisor

UBIX Corporation
08.1996 - 11.1997
  • Company Overview: Okamura Furniture Division
  • Dealt with walk-in clients and provided information on product specifications as needed by clients.
  • Improved showroom sales by implementing effective visual merchandising strategies and product placement techniques.
  • Responded to telephone inquiries taking accurate customer details to be forwarded to concerned sales staff.
  • Assisted the Sales Administration Manager by providing orderly and accurate files management of existing clients' information.
  • Supervised security and janitorial staff, monitoring their work performance and attendance.


Executive Assistant to the President

SANYO Philippines, Inc.
09.1995 - 07.1996
  • Ensured that all correspondences and documents for the President are correctly prepared and typed according to given specification.
  • Prepared agenda, minutes of meeting and arranged meeting set-up such as venue, required documents and refreshments.
  • Conducted industry research, collation of data and its interpretation for the consideration of the President.
  • Received incoming correspondence, reports and other documents to determine necessary action required from the President and document distribution.
  • Coordinated the President's daily schedule by maintaining diaries and scheduled appointments, meetings, travel and accommodation as specified by the President.
  • Provided proficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are attended to in a timely manner.
  • Performed other functions assigned from time to time

Education

Bachelor of Arts - Organizational Communication

University of The Philippines
04.1991

High School -

St. Mary's College
Quezon City
03.1986

Skills

  • Clifton Strengths: Responsibility, Strategic, Intellection, Input, Individualization
  • Insights Discovery Profile: Coordinating Observer
  • Executive support experience
  • Resilience and flexibility
  • Curiosity and lifelong learning
  • Problem solving
  • Confidentiality
  • Organizational skills
  • Attention to detail
  • Result delivery
  • Fast learner and productive worker
  • Technological literate

Personal Information

  • Citizenship: Filipino
  • Date of Birth: 07/28/69
  • Marital Status: Married

Certification


  • Civil Service Professional, Civil Service Commission - October 2013

Additional Information

Honorary Reporter, Korea.net

May 2024 up to present

Languages

Korean
Beginner (A1)

Timeline

Senior Administrative Assistant

Expediagroup
03.2013 - 10.2024

Executive Assistant IV & Project Manager, Philhealth CARES

PHILIPPINE HEALTH INSURANCE CORPORATION
10.2011 - 01.2013

Policy Advocacy, Campaigns and Networking Officer

CATW-AP
12.2009 - 09.2011

Administrative Associate

PEMSEA
09.2007 - 12.2009

Administrative Officer

B & M Global Services Manila, Inc.
01.2004 - 03.2006

Administrative Assistant

Quisumbing Torres
08.1998 - 12.2003

Showroom Supervisor

UBIX Corporation
08.1996 - 11.1997

Executive Assistant to the President

SANYO Philippines, Inc.
09.1995 - 07.1996

Bachelor of Arts - Organizational Communication

University of The Philippines

High School -

St. Mary's College

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Ma. Jesusa Abad Defensor