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
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
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
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
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
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