Mary Jane Samiling
Angeles City, Province Of Pampanga
Summary
Organized, reliable and independent individual with more than eighteen (18) years of experience supporting executives. Demonstrated capacity to provide comprehensive support for executive-level staff; excel at scheduling meetings, coordinating travel arrangements and managing all essential tasks. Proven track record of accurately completing Management, reporting information, managing busy calendars and efficiently handling daily office duties.
Overview
23
23
years of professional experience
Work History
Executive Assistant to the Chief Executive Officer
Acura Group
12.2023 - Current
- Takes minutes and notes of key meetings as and when applicable where one of the Senior Leadership Team is chairing or in attendance
- Manages CEO Calendar and review for any meeting clashes, ensuring any meeting preparation needed is followed up ahead of the meeting
- Assists CEO and Operations Director with HR Tasks as and when applicable with recruitment, document management and updating of Organisational Structure
- Works with CEO to develop recording and follow up system for Strategic high-level goals for SLT and Managers
- Books flights and car hire as and when required and confirmation of appointments for SLT
- Preparation of PowerPoint Template Weekly for Turbo Management Meeting and responsible for invites
- Communicates on behalf of CEO and/or SLT as and when needed to external stakeholders, customers, suppliers and internal teams
Executive Assistant
Vistra Hong Kong Limited
05.2017 - 05.2020
- Reports directly to the Group Commercial Director
- Assists the Vistra Group Commercial Asia Team
- Manages team’s calendar, creates appointments and meeting invitations, updates when there are changes
- Monitors the Hong Kong and Singapore conference rooms via Calendar
- Facilitates Travel arrangements of the team
- Prepares Expense Claim Reports of the team both local and overseas business trips
- Sends news digest on a daily basis of the companies listed under the Global Key Account Management program
- Prepares and updates team reports in Microsoft Powerpoint
- Inputs clients data for uploading in Salesforce
Personal Assistant
Von Eicken Middle East Fze
08.2008 - 08.2016
- Reports directly to the Managing Director
- Drafts memos, minutes of the meeting, and emails
- Screens phone calls; sorts and distributes mails to ensure timely flow of information
- Responds to inquiries and attends to visitors
- Handles incoming and outgoing courier services and ensures timely payment of utility bills
- Authorized to answer all calls for the behalf of the Managing Director; transfer the call to the Managing Director when necessary
- Organizes business itineraries; travel arrangements etc
- Of the Managing Director and colleagues
- Maintains and controls confidential files and records
- Ensures all filing is carried out on a regular basis and maintains efficient filing system
- Manages administrative duties efficiently including correspondence, client relationship and public relations
- Prepares all necessary documentations for the residence visa of all employees
- Handles online application of visa and other related documentation through JAFZA portal
- Handles Office Petty Cash and Driver’s booking and appointments vis-à-vis his availability
- Handles complete facilities upkeep; ensures enough quantity of office supplies to avoid shortage
- Prepares and arranges office supplies and staff requirements
- In-charge of planning the monthly order and its’ timely delivery
- Inputs order for production in the Navision System
- Prepares shipping documents for the customers such as invoices and packing list; and disseminates to the customers respectively
- Prepares related documents for import & export
- Performs other related tasks as may be assigned by the immediate superior from time to time
Marketing Assistant
IDESS Maritime Centre (Subic), Inc.
10.2006 - 07.2008
- Assists in the information dissemination, training advisory and press releases
- In-charge of all communication in the Marketing Office and responsible for its smooth and proper flow
- Be well acquainted with marketing flow of transactions so as to be able to facilitate telephone queries and transfer all essential calls to the right person
- Prepares reports and updates statistical analysis relating to marketing and bookings as directed by the Marketing Officer
- Handles collections and prepares collection reports
- Assists in typing, encoding, filing needs of the Marketing Department
- Safekeeps records of clients pertinent to all relevant information and data necessary for the accomplishment of reports, marketing strategies and decision-making
- Maintains department’s office machines, equipment and properties
- Handles registration and assessment of students
- Facilitates transportation needs of students, deliveries of certificates, bills, and collection of payment
- Performs sales and marketing calls as the need arises
Student Administration Assistant
IDESS Maritime Centre (Subic), Inc.
12.2004 - 10.2006
- Responsible for the maintenance of student records, preparation and handling of training materials and other requirements for Tanker, Navigation and Special Courses
- Prepares course schedules and classroom assignments
- Maintains student records and files
- Prepares and handles training materials
- Prepares and checks training certificates
- In-charge of the orientation of students
- Checks attendance and administers exams and course evaluations
- Organizes special arrangement for transport, accommodation, and meals for trainees
- Assists instructors in the preparation of course materials, reproduction of training materials
- Prepares material for invoice to Accounting Department
Personnel & General Affairs Staff cum Secretary
Juken Sangyo (Phils.) Corporation
07.2001 - 10.2004
- Reports directly to the Managing Director, General Manager, and Personnel and General Affairs Manager
- Performs administrative support tasks that are secretarial/clerical in nature
- Performs a broad range of simple to complex responsibilities involving confidential information such as compiling reports, furnishing information, scheduling meetings, writes and replies to routine correspondence and responds to visitors, directing General Manager/Managing Director’s telephone calls
- In-charge in the processing of all applications for the Special Subic Investor’s Visa (SSIV) of expatriates and all other documents pertaining to it
- Responsible for all hotel, flight bookings, and car-rental bookings of all expatriates and some guests
- Maintains files and transcribes dictations, files and retrieves information, receives fax messages and directs to person concerned and makes minutes of the meetings
- Acts as liaison between the Company and some departments of the Subic Bay Metropolitan Authority
- Responsible for the purchase and control of office and pantry supplies
- Administers examination to the applicants for Production Associates and Office Personnel
- In-charge and responsible for some specific areas of Personnel and General Affairs such as issuance and control of locker units, preparation of Company ID’s of all employees, issuance and control of gatepass, arrangement of 201 files of all employees, preparation of all kinds of memoranda, processing of SBMA pass of all employees, and updating manpower listings
Education
Bachelors Degree - Science
Bachelor of Science - Accountancy
Columban College
Olongapo City, Province Of Zambales, Philippines03-2001
Skills
- MS Office (Word, Excel & PowerPoint)
- Internet savvy
- Calendar management
- Typing speed of 65 words per minute
- Bloom Growth
- mondaycom
- Calendly
Languages
English
Tagalog
Personal Information
- Date of Birth: 10/29/80
- Nationality: Filipino
- Marital Status: Married
- Visa Status: Employment Visa (Free Zone)
References
Provided at once on question
Training
- Marketing Works – Best Practices from the Field of Marketing, 03/06/08 - 03/07/08, Philippine Marketing Association, Aim Conference Center, Makati City
- Personal Effectiveness Program – The Rainbow Life At Work Journey, 09/29/06 - 10/01/06, IDESS Maritime Centre (Subic), Inc., Subic Bay Freeport Zone
- Basic Safety Training, 02/07/05 - 02/13/05, IDESS Maritime Centre (Subic), Inc., Subic Bay Freeport Zone
Profile Snapshot
- Personal Assistant, Von Eicken Middle East Fze, Jebel Ali Free Zone, 08/01/08, Present
- Marketing Assistant, IDESS Maritime Centre (Subic), Inc., Philippines, 10/01/06, 07/31/08
- Student Administration Assistant, IDESS Maritime Centre (Subic), Inc., Philippines, 12/01/04, 10/31/06
- Personnel & General Affairs Staff cum Secretary, Juken Sangyo (Phils.) Corporation, Philippines, 07/01/01, 10/31/04
Timeline
Executive Assistant to the Chief Executive Officer
Acura Group
12.2023 - Current
Executive Assistant
Vistra Hong Kong Limited
05.2017 - 05.2020
Personal Assistant
Von Eicken Middle East Fze
08.2008 - 08.2016
Marketing Assistant
IDESS Maritime Centre (Subic), Inc.
10.2006 - 07.2008
Student Administration Assistant
IDESS Maritime Centre (Subic), Inc.
12.2004 - 10.2006
Personnel & General Affairs Staff cum Secretary
Juken Sangyo (Phils.) Corporation
07.2001 - 10.2004
Bachelors Degree - Science
Bachelor of Science - Accountancy
Columban College
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