RHEYEN SUATING
EB Magalona, Negros Occidental
Summary
I've been a virtual assistant for more than ten years, working closely with CEOs and leading a team of VAs to complete administrative tasks, recruitment assistance, social media and digital marketing campaigns, event planning and workshop presentations, podcasts, and video editing, and onboard new clients and employees (for disability support services and accommodations). I was promoted to the head of marketing and operations. Additionally, I have developed several presentations for workshops and courses on self-discovery.
I am a forward-thinking executive assistant accomplished by the aid of company leaders in key functions and gifted at managing busy schedules, organizing projects, and providing stellar administrative support to the executive team. Analyzes, prioritizes, and completes tasks with professionalism and sound judgment. Industrious and forward-thinking Senior Executive Assistant with many years of experience in strategic planning, operational, and administrative requirements. Results-driven and hardworking with skill and resilience to achieve daily operational goals. Focused on maximizing executive productivity by providing exceptional service and coordinating team activities.
Overview
6
6
years of professional experience
Work History
Executive Assistant
ACE NextGen
Boston, Massachusetts
02.2024 - Current
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Scheduled appointments for executives with external parties such as vendors or suppliers.
- Monitored incoming emails and responded accordingly in a timely manner.
- Maintained confidential records and files related to executive operations.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Facilitated communication between different departments within organization.
- Conducted research on various topics as requested by executives or senior management personnel.
- Managed all aspects of catering needs for special events hosted by the organization.
- Responded promptly to inquiries from customers or clients regarding products or services offered by the company.
- Developed effective filing systems for easy retrieval of information when needed.
- Answered telephone calls from customers or clients providing assistance where necessary.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Coordinated meeting and work schedules for staff teams and executives.
- Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Leveraged word processing software to create proposals, letters and memos.
- Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
- Compiled meeting agendas and supportive materials ahead of meetings.
- Took detailed notes in meetings and disseminated information afterward.
- Delivered optimal administrative, customer service and case management support.
- Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
Executive Assistant to the Chief Executive Officer
Morgan T Nelson
Gold Coast, Queensland
04.2023 - 12.2024
- Arranged international travel itineraries for business trips taken by top executives.
- Ensured that confidential information was kept secure at all times according to corporate policies.
- Organized events hosted by the CEO, including planning logistics and coordinating catering services.
- Developed presentations for board meetings and other key stakeholders.
- Streamlined processes related to onboarding new employees into executive positions.
- Reviewed contracts prior to signing on behalf of the company.
- Coordinated executive communications, including taking calls, responding to emails and interfacing with clients.
- Created agendas for senior management meetings and took minutes during those meetings.
- Researched industry trends and developments to provide informed recommendations to the CEO.
- Organized meetings and conference calls for the CEO and ensured all necessary materials were prepared in advance.
- Drafted official correspondence on behalf of the CEO in accordance with company policies.
- Acted as an intermediary between the CEO and other departments or outside organizations when needed.
- Provided support to other executives within the organization as required.
- Maintained a calendar of appointments for the CEO, ensuring that all commitments were met on time.
- Assisted the CEO with administrative tasks such as scheduling, travel arrangements and expense reports.
- Maintained an organized filing system for easy retrieval of documents when needed.
- Managed special projects as assigned by the CEO in a timely manner.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Managed and tracked expenses to meet company budget requirements.
- Coordinated meeting and work schedules for staff teams and executives.
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Set up meeting and event logistics for senior management and updated calendars.
- Leveraged word processing software to create proposals, letters and memos.
- Conducted research and collected and analyzed data to prepare reports and documents.
- Compiled research information relating to specific topics discussed in the podcast series.
- Assisted with scheduling guest appearances on live broadcasts or recorded video sessions.
- Managed the production process from pre-production to post-production stages.
- Maintained a database of all podcasts created, including titles, air dates, topics covered.
- Assisted in organizing events such as conferences, meetings, receptions and special diplomatic functions.
- Provided assistance in organizing events like conferences or seminars.
- Assisted in organizing conferences, workshops, seminars, and other special events.
- Organizing events such as workshops or seminars for students participating in placements.
- Provided support to executive team by managing calendars, scheduling appointments and organizing events.
- Assisted in organizing corporate events such as board meetings and shareholder conferences.
- Assisted with group bookings by coordinating room blocks and organizing event details with clients.
Social Media Content Creator
XDesign Advertising
Melbourne
09.2022 - 03.2023
- Developed content strategy to increase social media followers and engagement.
- Collaborated with marketing team to develop creative campaigns and strategies.
- Responded promptly to customer queries on social media accounts.
- Created content for various platforms such as Facebook, Twitter, Instagram, Pinterest and YouTube.
- Analyzed competitors' activities on different platforms for benchmarking purposes.
- Reviewed user feedback and comments to improve content quality.
- Coordinated with graphic designers to create visuals for posts.
- Brainstormed ideas for new video concepts and stories.
- Updated website blog with fresh content regularly.
- Researched trending topics related to target audience.
- Scheduled posts on a daily basis across all social media channels.
- Updated and monitored content on Facebook, Twitter, Google, LinkedIn and Instagram.
- Monitored social media trends and insights to guide content creation and strategy adjustments.
- Ensured all content adhered to brand guidelines and voice for consistency across all channels.
- Implemented hashtag strategies to increase reach and discoverability of content.
- Engaged with online communities by responding to comments and messages to foster a positive brand image.
Executive Assitant /Head of Sales & Marketing
Empowered Therapy and Training
Brisbane, Queensland
07.2020 - 01.2023
- Coordinated with marketing teams to develop promotional materials, campaigns, and pricing models.
- Reviewed customer feedback from surveys and other sources to identify areas of improvement in customer service delivery.
- Researched industry trends and consumer preferences to inform product development efforts.
- Developed and implemented sales strategies to improve market share.
- Collaborated with leadership teams across departments on initiatives that impacted overall organizational goals.
- Recruited, trained, evaluated, coached, and mentored sales staff members as needed.
- Assisted in organizing conferences, seminars and other events as directed by the executives.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Monitored inventory levels of office supplies and placed orders when necessary.
- Scheduled appointments for executives with external parties such as vendors or suppliers.
- Monitored incoming emails and responded accordingly in a timely manner.
- Created and maintained up-to-date records related to customer accounts or financial transactions.
- Maintained confidential records and files related to executive operations.
- Ensured that all relevant paperwork was completed accurately prior to submission for approval.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Facilitated communication between different departments within organization.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Created detailed reports on the performance of individual departments within operations.
- Resolved customer complaints in a timely manner while ensuring customer satisfaction remains at optimal levels.
- Coordinated with other departments including sales, marketing, finance, human resources. to ensure efficient operations.
- Coordinated cross-functional teams to ensure timely delivery of products and services.
- Directed operations staff by providing guidance, training, and support in order to meet company objectives.
- Developed and implemented operational procedures to ensure quality standards are met.
- Established effective relationships with vendors to negotiate pricing and secure materials needed for production.
- Conducted regular reviews of existing policies and procedures for continuous improvement opportunities.
- Ensured compliance with safety regulations and maintained a safe work environment for all personnel.
- Monitored and improved efficiency of processes, team performance, and customer service.
- Managed staffing needs through recruitment, selection, onboarding and training, disciplinary action as necessary.
- Supervised day-to-day workflow of employees in order to maximize productivity and maintain quality standards.
- Collaborated with management team on long-term strategic planning initiatives for the organization.
- Addressed customer concerns with suitable solutions.
Admin Assistant
Growth Through Art - Helen Bradshaw
Sunshine Coast
05.2019 - 06.2022
- Created travel arrangements and distributed travel details to appropriate personnel.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Participated in weekly meetings with stakeholders to discuss progress of campaigns.
- Generated reports regarding the success of social media initiatives.
- Researched relevant topics to create interesting blog articles that resonated with target audiences.
- Optimized images for web usage while maintaining quality standards.
- Designed high-quality graphics for websites, emails, and social media platforms.
- Reviewed final designs prior to production release ensuring accuracy and consistency.
- Translated business objectives into compelling visual solutions.
- Provided excellent customer service to guests attending events.
- Assisted in organizing and managing events from conception to completion.
- Handled enquiries from participants regarding details about upcoming events via telephone or email.
- Prepared post-event reports summarizing success metrics achieved by the various activities conducted during the event period.
- Resolved any issues that arose during the course of an event.
- Monitored event progress against established timelines; identified areas requiring attention or improvement.
- Evaluated feedback from participants after conclusion of an event; making necessary adjustments where required.
- Created promotional materials such as brochures, flyers and social media posts to advertise events.
- Provided support with the planning of conferences including travel arrangements and accommodation bookings.
Education
BS MASS COMMUNICATION -
AMA Computer College
HIGH SCHOOL DIPLOMA -
Saint Joseph Academy
Skills
- Strong Organizational Skills
- Time Management
- Communication Skills
- Operations & Marketing Skills
- Office Management
- Customer Service
- Staff Management
- Travel administration
- Administrative Support
- Scheduling
- Report Writing
- Project Oversight
- Quality Control
- Presentation Development
- Social Media Management
- Mail Management
- Meeting planning
- Interpersonal Communication
- Self-starter
- Executive Support
- Mail handling
- Conference planning
- Calendar Management
- Social media knowledge
- Resourceful
- Professional and mature
- Phone Etiquette
- Project Planning
- Customer Service-Oriented
- Administrative support specialist
- Conflict Management
- Schedule Management
- Project Management
- Task Delegation
- Travel Coordination
- Travel Arrangements
- Office Administration
- Appointment Setting
- Proofreading
Personal Information
Title: Virtual Assistant/Operations & Marketing
References
- Leigh Anne Parrish, leigh-anne@boostsocialmedia.com.au, www.boostsocialmedia.com.au
- Wendy Goni Mendez, wendy@xdesigns.com.au, https://xdesigns.com.au/
- Helen Bradshaw, helen@growththroughart.com.au, https://growththroughart.com.au/
References
References available upon request.
Timeline
Executive Assistant
ACE NextGen
02.2024 - Current
Executive Assistant to the Chief Executive Officer
Morgan T Nelson
04.2023 - 12.2024
Social Media Content Creator
XDesign Advertising
09.2022 - 03.2023
Executive Assitant /Head of Sales & Marketing
Empowered Therapy and Training
07.2020 - 01.2023
Admin Assistant
Growth Through Art - Helen Bradshaw
05.2019 - 06.2022
BS MASS COMMUNICATION -
AMA Computer College
HIGH SCHOOL DIPLOMA -
Saint Joseph Academy
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