I am an Executive Virtual Assistant with 15+ years of administrative and executive support experience in U.A.E. trading, shipping and logistics, pharmaceutical, and publishing companies. I have supported a CEO, COO, and General Manager at the same time, managing their inboxes, daily appointments, meetings, travel, and visas. I have processed client invoices at peaks of 100+ per day, kept HR and attendance records for 50+ employees, and handled six years of trade and customs documentation. I can help you with email and calendar management, travel booking, data entry, invoicing, document and records management, and HR admin support. Tools: Microsoft Office, Google Workspace, and Canva. Available from 4:00 PM GST (Gulf Standard Time).
Holy Trinity College of General Santos City, Philippines
Prepared and submitted client invoices for a marine and yacht services client base, with volumes peaking at 100+ invoices per day during client events and export shipments.
Checked client-signed delivery notes against order records before invoicing to prevent billing discrepancies.
Kept invoice and account records organized and audit-ready for quick retrieval.
Completed administrative assignments delegated directly by the CEO.
Supported the HR Officer with employee records, personnel documents, and daily HR administration.
Acted as first point of contact for visitors and callers, directing them to the right department.
Prepared proforma invoices and compiled supporting documents for Letter of Credit (LC) processing.
Handled office correspondence and records management.
Coordinated employee records, attendance, and onboarding documentation.
Managed reception, incoming calls, and visitors. Role ended when the company ceased operations.
One of two Executive Assistants supporting the CEO, COO, and General Manager at the same time: managed their inboxes, daily appointments, and meeting schedules.
Arranged international travel end to end (flights, hotels, and VIP airport services) for executives and sales staff, directly and through travel agents.
Processed 10+ employee visa applications and renewals, including GCC visas for managers and e-Visa applications and cancellations.
Maintained attendance and time records for 50+ employees, including biometric registration in the Time Attendance System.
Drafted company memos and correspondence and kept employee and vehicle insurance renewals up to date.
Posted job advertisements, booked meeting rooms, filed corporate records, and managed pantry and stationery inventory.
Prepared shipping and customs documents (Bills of Entry, commercial invoices, packing lists, Certificates of Origin, Delivery Orders) to clear inbound shipments and process re-exports.
Tracked 5+ export containers per shipment on courier and carrier portals and reported status to the destination office.
Maintained shipment tracking records in Excel and emailed updates to overseas offices, clearing agents, and customers.
Entered shipment data in the CALOGI logistics system and filed Certificate of Origin applications online with the Chamber of Commerce.
Applied for and renewed Schengen visas for the CEO and executives; secured customer gate passes at Hamriya Port; supported the General Manager and Operations team.
Managed the front desk, visitors, and incoming calls.
Provided secretarial and executive assistant support to management, including scheduling and meeting arrangements.
Assisted with shipment and cargo documentation. Role ended when the company closed during the global recession.
Handled reception, office opening and closing, and daily staff attendance reporting to the Manager.
Arranged meetings for the Marketing Manager and filed corporate records, documents, and reports.
Provided first-line software and hardware troubleshooting and prepared presentation materials for sister-company managers.
Flight, hotel, and VIP airport bookings, plus visa applications and renewals for executives and staff.
Accurate data entry and invoicing. Prepared 100+ invoices a day at peak, each checked against signed delivery notes.
Inbox, calendar, meetings, and correspondence for busy executives. Supported a CEO, COO, and GM at the same time.
Organized, audit-ready filing and document formatting in Microsoft Office and Google Workspace.
Employee records, attendance tracking for 50+ staff, onboarding documents, and job postings.
Commercial invoices, packing lists, Certificates of Origin, LC documents, and shipment tracking.