Marlon De Guzman
Sacramento,United States
Summary
Driven and resourceful administrative professional with 12+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
9
9
years of professional experience
Work History
Administrative Assistant
GT Midwest Sales & Manufacturing
Kansas City, MO
03.2023 - 10.2023
- Responded to inquiries from callers seeking information.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Created and updated records and files to maintain document compliance.
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Sorted, opened, and routed mail and deliveries to meet business requirements.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Routed business correspondence, documents, and messages to correct departments and staff members.
- Offered technical support and troubleshot issues to enhance office productivity.
- Managed accounts payable and receivable to gain better sense of overall financial stability and liquidity.
- Authored business documents to organize and emphasize information quickly and effectively.
- Set up conference rooms, technology, and materials to facilitate meetings.
- Conducted research to assist with routine tasks and special projects.
- Drafted agendas, recorded minutes and generated documents to facilitate meetings.
- Recorded and tracked operational expenses to identify and eliminate wasteful spending.
- Identified communication channels to set roadmap to distribute information.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Created and maintained databases to track and record customer data.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Scheduled office meetings and client appointments for staff teams.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Assisted development and implementation of new administrative procedures.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Developed strategies to streamline and improve office procedures.
- Processed customer orders accurately and within agreed timeframes to meet service standards.
- Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Managed department budgets and generated financial reports for management review.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Completed forms, reports, logs and records to quickly handle all documentation for human resources.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Volunteered to help with special projects of varying degrees of complexity.
- Established administrative work procedures to track staff's daily tasks.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Liaised between clients and vendors and maintained effective lines of communication.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Performed research to collect and record industry data.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Transcribed and organized information to assist in preparing speeches and presentations.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
Executive Administrative Assistant to the General Manager
Palace Downtown Hotel Dubai
Dubai, United Arab Emirates
06.2020 - 12.2022
- Preparing financial statements, reports, memos, invoices, letters, and other documents
- Answering and screening phone calls and routing calls to the correct person and taking messages
- Filling and retrieving corporate records, documents, and reports
- Researching and conducting data to prepare documents for review and presentation by board of directors, committees, and executive
- Managed office by ordering office supplies and maintaining office equipment
- Coordinated recruiting activities by scheduling interviews and arranging candidate travel
- Managed invoicing process for check requests, credit card requests, expense reports and travel and mileage forms
- Maintained corporate records, personal financial statements, and employee personnel files
- Accurately recording minutes from meetings
- Greeting visitors and deciding if they should be able to meet with executives
- Using various software, including word processing, spreadsheets, databases, and presentation software
- Reading and analyzing incoming memos, submissions, and distributing them as needed
- Performing office duties that include ordering supplies and managing a record database
- Experienced virtual assistant
- Provide general administrative support
- Act as Quality Brand and Experience Manager for a year during the position is vacant
- Supporting Hotel Marketing during the position is vacant.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Scheduled appointments and handled calenders for senior leadership.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Organized and updated schedules for executives.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Gathered documents, data and formulated analytics to prepare issues for discussion and reports for review.
- Used software to coordinate meetings, appointments, and tasks senior executives.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Documented and distributed meeting notes to identify, analyze, and improve workflows.
- Offered assistance, collaboration and clerical support to auditors throughout entire review process.
- Implemented updated policies and practices for organization and monitored effect.
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Used advanced software to prepare documents, reports, and presentations.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Facilitated training and onboarding for incoming office staff.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Developed and maintained automated alert systems for important deadlines.
- Filed paperwork and organized computer-based information.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Created and managed office systems to efficiently deal with documentation.
- Coordinated events and worked on ad hoc projects.
- Handled incoming and outgoing mail, email and faxes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Took notes and dictation at meetings.
- Screened personal and business calls and directed to appropriate party.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Volunteered to help with special projects of varying degrees of complexity.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Wrote reports, executive summaries and newsletters.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Led staff and vendors in providing high level of service for owner and guests.
Residential Facilities Executive
Address Dubai Mall Residences
Dubai, United Arab Emirates
02.2017 - 07.2018
- Managed contracts, negotiations, and all aspects of sales to finalize purchases and exceed customer expectations.
- Negotiated, facilitated, and managed real estate transactions.
- Communicated with clients to understand property needs and preferences.
- Maintained connections with clients to encourage repeat business and referrals.
- Advised clients on market conditions and property value for informed decision-making.
- Negotiated contracts with buyers and sellers to maximize customer savings.
- Generated leads for sales and rental properties through cold calls and referrals.
Telephone Customer Service Representative - Supervisor
Address Dubai Mall Hotel
Dubai, United Arab Emirates
11.2014 - 02.2017
- Adhered to company policies and scripts to consistently achieve call-time and quality standards.
- Responded to customer calls and emails to answer questions about products and services.
- Achieved high satisfaction rating through proactive one-call resolutions of customer issues.
- Placed outbound customer service or customer satisfaction calls to follow up on issues.
- Resolved associate, tool and service delivery issues revealed by statistical reports.
Education
Diploma - Computer and Information Technology
VYP-MSC Institute of Technology
Philippines03.2000
Skills
- MS Office Suite (Word, Excel, Access, PowerPoint)
- Outlook
- Reporting and Administrative writing skills
- Managing processes
- Organization
- Analyzing information
- Scheduling
- Document Control
- Filing
- Bookkeeping
- Spreadsheet Management
- Calendar Management
- Appointment Scheduling
- Travel Coordination
- Quality Assurance
- Mail Handling
- Letter Preparation
- Information Security
- Report Writing
- Meeting Planning
- Presentation Design
- Reception Oversight
- Expense Reporting
- Workflow Optimization
- Office Administration
- Database Management
- Invoice Processing
- Clerical Support
- Research
- Minute Taking
- Data Entry
- Proposal Writing
- Employee Timesheet Processing
- Complex Problem-Solving
- Account Management
- Payroll and Budgeting
- Statistical Data Gathering
- Deadline-Oriented
- Human Resources Management (HRM)
- Inventory Systems
- Credit Checks
- Scheduling and Calendar Management
- Proofreading
- Account Reconciliation
- Writing Reports
- Risk Management
- Videoconference Preparation
- Microsoft Office Suite
- Documentation and Reporting
- Event Coordination
- Contract Agreement Preparation
- Confidential Document Control
- Recordkeeping
- Report Analysis
- Office Equipment Maintenance
- Technical Support
- Attendance Record Management
Hobbies and Interests
- Dragon Boating
- Stand Up Paddling
- Sustainability
Languages
English
Full Professional
Korean
Limited Working
Timeline
Administrative Assistant
GT Midwest Sales & Manufacturing
03.2023 - 10.2023
Executive Administrative Assistant to the General Manager
Palace Downtown Hotel Dubai
06.2020 - 12.2022
Residential Facilities Executive
Address Dubai Mall Residences
02.2017 - 07.2018
Telephone Customer Service Representative - Supervisor
Address Dubai Mall Hotel
11.2014 - 02.2017
Diploma - Computer and Information Technology
VYP-MSC Institute of Technology