MARY JOY CHUA
Iloilo City
Summary
Results-driven and dedicated professional with a proven track record in administrative support and customer service, seeking a challenging role as an Administrative and Executive Assistant. Exceptional organizational skills, keen attention to detail, and a proactive approach enhance the ability to streamline operations and improve productivity. Committed to contributing to the efficiency and success of a dynamic organization by fostering effective communication and collaboration across teams. Prepared to tackle new challenges and drive positive outcomes in a fast-paced environment.
Overview
13
13
years of professional experience
Work History
Executive Assistant
Iloilo Southprime Developers, Inc.
10.2024 - Current
- Managed complex calendars, scheduling meetings, and coordinating travel arrangements for executives.
- Streamlined communication between departments to enhance workflow efficiency and information sharing.
- Prepared detailed reports and presentations for executive meetings, ensuring clarity and accuracy of information.
- Developed and maintained organizational systems for documents, improving retrieval speed and compliance standards.
- Assisted in project management by tracking deadlines, deliverables, and stakeholder communications effectively.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Organized and coordinated conferences and monthly meetings.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Supported strategic planning sessions, providing logistical support and compiling necessary background materials.
- Filed paperwork and organized computer-based information.
EXECUTIVE SUPPORT SPECIALIST (HYBRID WORK SET-UP)
Vivant Corporation (Energy Company)
07.2020 - 10.2022
- Monthly Reports and Financial Management:
- Ensure timely submission of monthly reports, including liquidations, reimbursements, and cash advances. This involves gathering necessary information, verifying accuracy and adhering to deadlines.
- Manage and track financial transactions such as reimbursements and cash advances, ensuring proper documentation and compliance with company policies.
- Calendar Management:
- Prioritize and manage the executive’s calendar efficiently. This includes scheduling meetings, appointments, and travel arrangements, ensuring there are no conflicts and that the executive is well-prepared.
- Provide timely reminders for upcoming events and deadlines to ensure the executive stays on track.
- Travel Management:
- Coordinate travel arrangements, including booking flights, accommodations, and ground transportation. Ensure all travel plans are in line with the executive’s preferences and company policies.
- Prepare detailed travel itineraries, including important contact information, meeting locations, and schedules.
- Event Coordination:
- Coordinate both small and major company events. This includes planning, organizing, and executing events, ensuring logistics are handled efficiently.
- Help external partners during events, ensuring their needs are met and fostering positive relationships.
- Contract and Billing Management:
- Regularly monitor and settle contracts and billings for consultants and external partners of the Business Development Department. Ensure all contracts are up-to-date and that payments are processed timely.
- Ensure that all contractual obligations are met and comply with company policies and standards.
- Meeting Documentation:
- Take accurate minutes during department meetings, capturing key discussions, decisions, and action items.
- Promptly distribute the minutes to team members, ensuring that everyone is aware of their responsibilities and accountabilities.
- Policy Adherence:
- Consistently ensure all activities and processes comply with company policies and procedures. This includes staying updated on any policy changes and implementing them effectively.
- Communication:
- Facilitate effective communication and coordination between the executive, team members, and external partners. Ensure that all parties are informed and aligned on key initiatives and responsibilities.
OFFICE MANAGER
MBG Travel and Tours, Inc.
12.2017 - 08.2018
- Office Administration:
- Oversee and monitor day-to-day activity reservations. This includes managing bookings, confirming reservations, and handling any changes or cancellations efficiently.
- Ensure the smooth operation of office services, including the maintenance of office equipment, supplies, and facilities.
- Provide administrative support to staff, facilitating a well-functioning office environment.
- Correspondence Management:
- Manage and control all incoming and outgoing correspondence. This includes sorting mail, responding to emails, and ensuring timely communication.
- Maintain accurate records of all correspondence, ensuring easy retrieval and reference when needed.
- Policy Implementation:
- Implement and enforce office policies and procedures. This involves staying updated on company policies, training staff on compliance, and ensuring adherence to standards.
- Advertising and Marketing:
- Develop and implement advertisement campaigns. This includes designing marketing strategies, creating promotional materials, and coordinating with media outlets and partner establishments to ensure effective campaign execution.
- General Management:
- Provide guidance and support to office staff, ensuring a collaborative and productive work environment.
- Identify opportunities for improving office processes and workflows. Implement changes to enhance efficiency and effectiveness.
- Manage office resources, ensuring they are used effectively and within budget.
- Customer Relations:
- Provide excellent customer service to clients, addressing their inquiries and resolving any issues related to reservations and travel plans.
- Collect and analyze client feedback to improve services and ensure client satisfaction.
EXECUTIVE ASSISTANT
Goudie Associates Manila Co.
10.2013 - 10.2017
- Administrative Support:
- Answer, screen, and transfer incoming phone calls efficiently, ensuring that calls reach the appropriate individuals or departments promptly.
- Travel Coordination:
- Arrange travel and accommodation for executives, including flights, hotels, and transportation.
- Ensure all travel arrangements comply with company policies and meet the executives’ preferences.
- Prepare detailed travel itineraries, ensuring executives have all necessary information for their trips.
- Meeting Scheduling:
- Schedule executive meetings, ensuring availability of all participants and coordinating meeting logistics.
- Ensure meeting materials and agendas are prepared and distributed in advance.
- Event Coordination:
- Arrange company activities and corporate functions, managing all aspects from planning to execution. Ensure events run smoothly and meet organizational objectives.
- Proposal Drafting:
- Draft proposals in response to clients’ Requests for Proposals. Ensure proposals are well-written, accurately reflect the company’s offerings, and meet client requirements.
- Work with various departments to gather necessary information and data for proposal development.
- Market Research:
- Conduct market research to gather relevant data and insights. This involves analyzing industry trends, competitor activities, and potential business opportunities.
- Compile and present research findings in a clear and concise manner to support decision-making processes.
- Marketing Management:
- Regularly update company brochures and presentations to ensure they reflect the latest information, services, and achievements.
- Work with the marketing team to enhance the visual appeal and effectiveness of these materials.
- Keep company profiles current and accurate, ensuring they effectively communicate the company’s mission, values, and capabilities.
- Tailor company profiles to meet the specific needs and interests of different clients or stakeholders.
FRONT OFFICE ASSOCIATE
Luthan Hotel and Spa, Riyadh, Kingdom of Saudi Arabia
09.2012 - 08.2013
- Guest Services:
- Handle guest reservations, including taking bookings over the phone, online, and in person. Ensure accuracy of reservation details and special requests.
- Send reservation confirmations to guests, ensuring all details are correct.
- Respond to guest inquiries regarding room availability, hotel services, amenities, and local attractions. Provide accurate and helpful information to enhance guest experience.
- Address and resolve any guest issues or complaints promptly and professionally.
- Prepare detailed guest profiles, including personal preferences and special requests, to provide personalized service.
- Guest Folios and Billings:
- Manage guest folios, ensuring all charges are accurately recorded. Prepare and present bills upon guest check-out.
- Handle various forms of payment, including cash, credit cards, and electronic transfers, ensuring accurate processing and recording of transactions.
- Night Audit and Collection Reports:
- Perform night audit duties, reconciling daily financial transactions and ensuring all accounts are balanced.
- Generate and review night audit reports, highlighting any discrepancies and addressing them promptly.
- Compile collection reports, detailing all financial transactions and outstanding balances.
- Ensure accuracy and completeness of reports, addressing any discrepancies or issues identified.
- Administrative Tasks:
- Maintain accurate records of guest interactions, transactions, and administrative activities.
- Handle correspondence, including emails, phone calls, and written communications, ensuring timely and professional responses.
- Manage office supplies and inventory, ensuring necessary materials are available and ordering new supplies as needed.
- Assist in coordinating with other departments, such as housekeeping, maintenance, and food services, to ensure seamless guest experiences.
- Assist in scheduling and organizing staff shifts, ensuring adequate coverage for all front office functions.
Education
Bachelor of Science - Business Administration
University of the East
04.2005
Skills
- Proficient in administrative and executive assistance roles
- Proficient in computer applications
- Proficient in productivity software solutions
- Proficient in English communication techniques
- Independent task management
- Data analysis proficiency
References
- Marie Ann, Chee-Ng, marieann.chee-ng@goudieassociates.com, 028-8871751, Goudie Associates Manila Co.
- Mark, Habana, mark.habana@vivant.com.ph, 0917-8068946, Vivant Corporation
- Erickson, Omamalin, erickson.omamalin@vivant.com.ph, 0917-6318063, Vivant Corporation
Timeline
Executive Assistant
Iloilo Southprime Developers, Inc.
10.2024 - Current
EXECUTIVE SUPPORT SPECIALIST (HYBRID WORK SET-UP)
Vivant Corporation (Energy Company)
07.2020 - 10.2022
OFFICE MANAGER
MBG Travel and Tours, Inc.
12.2017 - 08.2018
EXECUTIVE ASSISTANT
Goudie Associates Manila Co.
10.2013 - 10.2017
FRONT OFFICE ASSOCIATE
Luthan Hotel and Spa, Riyadh, Kingdom of Saudi Arabia
09.2012 - 08.2013
Bachelor of Science - Business Administration
University of the East