Yoga
Helga Hayen Carvajal
Executive Assitant
Dubai,DU
Summary
Career Summary
Personable and organized professional with strong multitasking skills and attention to detail. Well-versed in managing calendars and handling correspondence, proficient in office software and project management tools. Committed to enhancing productivity and streamlining administrative processes to support organizational goals.
Overview
16
16
years of professional experience
5
5
years of post-secondary education
14
14
Certificates
3
3
Languages
Work History
Executive Assistant - Casual
La Bomba Productions Australia
Adelaide
07.2023 - 09.2024
- Provide complete administrative support
- Aiding with booking Travel arrangements
- Aiding with event planning taking into consideration budgets and time constraints as well as understanding requirements for each event
- Offering support with PR/Marketing strategies
- Booking Venues and helping with the program creation
- Liaising with various staff members e.g
- Artists to offer support wherever needed
- Researching vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
- Negotiate with vendors to achieve the most favourable terms
- Aide with hiring personnel whenever needed
- Manage all event operations (preparing venue, invitations etc.)
- Do final checks at the day of the event (e.g
- Tables, technology) to ensure everything meets standards
- Oversee event happenings and act quickly to resolve problems
- Evaluate event’s success and submit reports
- Perform and teach Latin dancing at various events, e.g
- Concerts with International Artists, Weddings, Birthdays, Hens Nights, Multicultural Events, Local Council Events, Wineries, etc
- Appear on various social media platforms, tv presentations, etc
Project Administrator - Temp
Daronmont Technologies
Adelaide
02.2023 - 05.2023
- Provide administrative support maintaining project schedules, budgets, project tracking, risk registers, action item registers and other related project management information
- Provide administrative support in the preparation of tender responses
- Provide administrative support producing project reports, plans, templates, letters, and proposals
- Generating and distributing meeting agendas and minutes
- Provide administrative support maintaining project SharePoint site and filing systems
- Provide support to progress purchase orders, work requests and forms
- Identifying problems within project(s) from an administrative perspective
- Proactively streamlining and improving processes
- Liaising with customers and suppliers/subcontractors as directed by the Project Manager
- Provide administrative support establishing projects in accordance with company checklists
- Provide administrative support for staff inductions and departures in accordance with company checklists
- Document control, style reviews, preparation, delivery and tracking of documents and products to the customer
Guest Services Agent – Casual
Virgin Australia
Adelaide
08.2022 - 04.2023
- Greeting guests upon arrival, assisting them with guidance regarding their flight itineraries
- Administering check-ins to domestic and international flights using SABRE software as well Intranet Sites
- Processing guest payments for their booking, e.g., Extra baggage, cancellations, flight changes or upgrades, etc
- Coordinating with other airport services, for maintenance of required equipment
- Maintaining open lines of communications with various departments within the business, to ensure on time departures or sharing of required information for specific duties
- Being a source of information to guests on various matters regarding their itineraries
- Customer Service Recovery - Diffusing conflict or tense situations with guests
- Processing meal and beverages vouchers, Accommodating general and unique requests
- Assigning or delegating tasks to other team members whenever required
- Ensuring company’s policies and standard operating procedures are strictly followed
- Ensuring grooming standards are followed correctly
- Ensuring duty of care and confidentiality are always maintained while dealing with sensitive client situations
Administration Officer - Temp
Supaloc - NXT Building Group
Adelaide
09.2022 - 02.2023
- Manage office supplies stock and place orders
- Prepare regular reports on expenses and office budgets
- Maintain and update company databases
- Organize a filing system for important and confidential company documents
- Answer queries by employees and clients
- Update office policies as needed
- Maintain a company calendar and schedule appointments
- Book meeting rooms as required
- Distribute and store correspondence (e.g
- Letters, emails and packages)
- Prepare reports and presentations with statistical data, as assigned
- Arrange travel and accommodations
- Schedule in-house and external events
Office Administrator - Temp
SEAGas
Adelaide
03.2022 - 07.2022
- Organising travel and accommodation arrangements for internal clients
- Coordinating and arranging both internal and external events
- Providing support for internal staff communication, specifically working closely with the CEO, Head of communication and HR advisory team
- Providing support for organising various events, e.g
- Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
- Adhering to allocated budgets and Invoice processing
- Providing administration support to the various internal clients in various departments as well as Senior Management
- Organising office maintenance issues
- Answering incoming calls; taking messages and re-directing calls as required
- Dealing with email and phone enquiries
- Taking minutes and providing creative solutions to support the communications team
- Diary management and arranging appointments, booking meeting rooms and conference facilities
- Data entry and organising presentations
- Organising staff safety and security inductions
- General office management such as ordering stationary and doing stocktake
Guest Relations Coordinator - Temp
CBRE
Adelaide
10.2021 - 02.2022
- Ensuring and providing flawless, upscale, professional, and high-class guest service experiences
- Analysing customer feedback and providing strategic direction to continuously improve overall rating
- Responding to guests needs and anticipating their unstated ones
- Liaising with internal clients to offer additional support
- Actively listen and resolve guests’ complaints
- Oversee and coordinate all arrivals and departures of special guests (VIPs, SAs etc)
- Promoting all amenities, conveniences and programs offered as well as maintenance of general admin duties
- Examine activities logbook, assign tasks appropriately and implement control schedule daily
- Follow up with training programs and get up to date with procedure updates
Executive Cabin Crew / In-flight Manager
Qatar Executive
Qatar
07.2017 - 02.2021
- Responsible for managing the complete inflight VIP Luxury Experience with High Net worth individual worldwide
- Working closely with our CEO to ensure that company values are consistently met by providing feedback whenever required
- Enhancing the client experience through meticulous preparation and attention to detail to ensure a bespoke service is provided in a timely manner
- Expense reconciliation at the end of each month
- Coordinating with suppliers and procuring the necessary items for the inflight service
- Personalized Executive Concierge Services: Menu planning and preparation adhering to a required budget, specific diet requirements and quantities
- Maintaining a high level of confidentiality, sustaining high integrity, leadership, commitment, and honesty
- Agile time management capabilities, dealing with last minute flight and catering change
- Being on call 24/7 during monthly rotation periods required a great deal of flexibility
- Providing a high level of excellence in customer service whilst adhering to safety protocols
- Fully in charge of the aircraft and the communication of any maintenance issues concerning the cabin and galley
- Responsible for managing aircraft and medical emergencies with the proper discretion, leadership, ethical decision making, reassuring confidence in clients and the company
- Carrying out inventory checks on board and maintaining a high level of organization of the workspaces
- Creation of legal reports after all flights are completed and updating client’s profiles and various other official documents
- Utilizing company-booking systems for duty and personal travel
- Maintaining an appropriate professional manner, representing Qatar Executive while on duty and off duty
- Ensuring all occupational health and safety, particularly with food handling related regulations are followed up consistently
- Trained and Qualified in the following Aircraft types: G650/G500/GB5000/CL605
Assistant Manager/Executive Assistant
Twelve General Trading LLC
01.2016 - 12.2016
- Responsible for organizing, planning, and implementing strategies
- Coordinating operations, ensuring schedules and objectives are met
- Coaching and developing staff
- Monitor operating costs, budgets, and resources
- Communicating with clients evaluating their needs and specifications
- Help with marketing and sales, creating reports and analyzing data, conducting research focus groups
- Driving the recruitment process, training, and development
- Secure adherence to company’s policies and guidelines
In-Flight Assistant Manager – Senior Supervisor
Emirates Airlines UAE
08.2008 - 12.2015
- Supervision of approximately 25 - 36 staff per flight
- Mentoring and motivating, and delegating tasks to all crew members
- Planning and problem solving
- Preparing feedback appraisals
- Consistently supporting staff with ongoing training
- Dealing with issues strategically in a confident and discrete manner
- Tactfully handling customer complaints
- Handling inventory/catering problems
- Effective time management and delegation skills
- Extensive Global Customer Care knowledge, Travel Industry and Luxury Goods and Services
- Attention to detail and staying attentive to the needs of our clients
Education
Bachelor of Arts -
Flinders University
01.2024 - Current
Bachelor of Social Sciences -
The University of Adelaide
02.2007 - 02.2008
Year 11- 12 High School Certificate -
Mary Mackillop College Catholic School
02.2004 - 02.2005
Years 9 & 10 High School Certificate -
Mt Carmel College Catholic School
02.2002 - 02.2003
English as a Second Language Course - undefined
Secondary School of English
02.2001 - 02.2002
Skills
Executive support
Administrative support
Schedule & calendar planning
Travel arrangements
Information confidentiality
Task delegation
Conflict management
Email management
Effective communication
Teamwork and collaboration
Time management
Honest and dependable
Organizational skills
Attention to detail
Meeting agenda preparation
Customer service
Personal Information
- Date of Birth: 03/13/87
- Nationality: Peruvian Australian
Certification
Valid National Police Check Certificate, 2023
Interests
Meditation
Dance
Cooking
Martial Arts
Reading books
Travelling
Timeline
Bachelor of Arts -
Flinders University
01.2024 - Current
Executive Assistant - Casual
La Bomba Productions Australia
07.2023 - 09.2024
Project Administrator - Temp
Daronmont Technologies
02.2023 - 05.2023
Administration Officer - Temp
Supaloc - NXT Building Group
09.2022 - 02.2023
Guest Services Agent – Casual
Virgin Australia
08.2022 - 04.2023
Office Administrator - Temp
SEAGas
03.2022 - 07.2022
Guest Relations Coordinator - Temp
CBRE
10.2021 - 02.2022
Executive Cabin Crew / In-flight Manager
Qatar Executive
07.2017 - 02.2021
Assistant Manager/Executive Assistant
Twelve General Trading LLC
01.2016 - 12.2016
In-Flight Assistant Manager – Senior Supervisor
Emirates Airlines UAE
08.2008 - 12.2015
Bachelor of Social Sciences -
The University of Adelaide
02.2007 - 02.2008
Year 11- 12 High School Certificate -
Mary Mackillop College Catholic School
02.2004 - 02.2005
Years 9 & 10 High School Certificate -
Mt Carmel College Catholic School
02.2002 - 02.2003
English as a Second Language Course - undefined
Secondary School of English
02.2001 - 02.2002