Regina Oxiano
Kelseyville,CA
Summary
To obtain a position that would enhance my skills and will help me to for further growth. I am looking for a challenging job that has growth potential and hence can use my previous experience and education.
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
18
18
years of professional experience
Work History
Executive Assistant to COO and Office Manager
Axendo DMCC
03.2024 - 05.2025
- Analyzed and improved office processes by creating and maintaining a comprehensive structure (i.e administrative, travel, communication procedures, filing systems, etc) to support efficiency of the business. Effectively managing CEO’s calendar; reimbursement of expenses, arranging visa, travel and hotel bookings and coordinate with respective dept heads for Monthly reports and board papers. Maintain and where possible reduce office expenditure (travel, stationery, grocery) and office supplies. Development in writing policies and processes, areas under the supervision of HR. Trained for Compliance Department as part of Developmental internally.
- Executive Support to CEO:
- Provide direct administrative support to the COO, including diary management, meeting coordination, and preparation of correspondence and reports.
- Assist the COO in preparing for meetings, including organizing documents and materials.
- Attended commercial meetings as required, record minutes, and follow up on action items.
- Develop and provide professional formatting support for various documents, including memos, letters, emails, presentations, and reports.
- Handles personal planning and organization tasks, ensuring efficient management of the COO schedule and responsibilities.
- Corporate Travel Coordination:
- Coordinates and manage travel-related requests for all employees, including flights, ground travel, accommodations, visas, agendas, and itineraries.
- Develop and maintain corporate travel policies and procedures to streamline travel arrangements and cost management.
- Liaise with hotels and service providers to negotiate contracts and ensure cost-effective travel solutions.
- Maintain a travel calendar and manage travel budget and expense claims for all employees.
- Office Management:
- Oversee administrative policies and operations across regional offices; recommend and implement changes as appropriate.
- Maintain effective filing and information storage systems for regional operations.
- Organize regional and headquarters events, including off-site meetings, executive team events, and special company activities.
- Handle service provider issues for all regional offices, including office maintenance, stationery and supplies procurement, and inventory management.
- Ensure operation and maintenance of office equipment, troubleshooting malfunctions as needed.
- Coordinate with IT third-party services for maintenance and license renewals of office equipment and software across the region.
- Manage relationships with vendors, service providers, and landlords for all regional offices, ensuring timely invoicing and payments.
- Supervise the maintenance of office equipment and facilities across the region.
- Coordinate internal office moves and oversee day-to-day operations of regional office facilities.
- This role may require travel to our regional offices to ensure effective coordination and management of operations.
Executive Assistant to the CEO / Office Manager
Dubai Gold & Commodities Exchange
08.2018 - 12.2024
- Executive Support to CEO:
- Provide direct administrative support to the COO, including diary management, meeting coordination, and preparation of correspondence and reports.
- Assist the COO in preparing for meetings, including organizing documents and materials.
- Attended commercial meetings as required, record minutes, and follow up on action items.
- Develop and provide professional formatting support for various documents, including memos, letters, emails, presentations, and reports.
- Handles personal planning and organization tasks, ensuring efficient management of the COO schedule and responsibilities.
- Corporate Travel Coordination:
- Coordinates and manage travel-related requests for all employees, including flights, ground travel, accommodations, visas, agendas, and itineraries.
- Develop and maintain corporate travel policies and procedures to streamline travel arrangements and cost management.
- Liaise with hotels and service providers to negotiate contracts and ensure cost-effective travel solutions.
- Maintain a travel calendar and manage travel budget and expense claims for all employees.
- Office Management:
- Oversee administrative policies and operations across regional offices; recommend and implement changes as appropriate.
- Maintain effective filing and information storage systems for regional operations.
Senior Assistant to the Global Head of Merchant Banking
National Bank of Abu Dhabi (NBAD)
08.2015 - 05.2018
- Provide high-level administrative support to the Global Head as well as his staff of 2 Managing Directors, 4 Directors, 3 Associate directors. Provided comprehensive travel itineraries, Expense Management - processing recoverable staff expenses, and re-chargeable client expenses , Maintain an effective filing system and other administrative systems to ensure completeness and accuracy of internal and external materials relevant to transactions, Arranging conference calls/video-conferences as required, and including regional calls for transaction pipeline, Maintain timely and accurate training records, and client hospitality records in line with NBAD Compliance Guidelines, Act as the key liaison for inter-Department administration matters (eg Finance, IT, HR, Compliance), Maintained accurate leave/sickness records for the team, Supported the physical preparation of professional client work products (eg proposals, pitches, key analyses etc) and ensure adequate supplies of stationary materials Department. Managed the timely and accurate processing of fee payments, and expenses reimbursement for the team. Invoiced Clients for live deals. Main contact for all administrative work
Executive Assistant to the Managing Director and Head of Leveraged and Acquisition Finance / Head of Export Finance and Equity Capital Markets
HSBC Bank
10.2007 - 07.2015
- Extensive diary and email management for the MD’s, Maintaining diaries, booking appointments, arranging meeting rooms, arranging client lunches and organizing travel arrangements (including arranging necessary visas and providing a comprehensive travel itineraries, Expense Management -processing recoverable staff expenses, and re-chargeable client expenses , Maintain an effective filing system and other administrative systems to ensure completeness and accuracy of internal and external materials relevant to transactions, Arranging conference calls/video-conferences as required, and including regional calls for transaction pipeline, Maintain timely and accurate training records, and client hospitality records in line with HSBC Compliance Guidelines, Act as the key liaison for LAF in inter-Department administration matters (eg Finance, IT, HR, Compliance), Maintain accurate leave/sickness records for the team, Support the physical preparation of professional client work products (eg proposals, pitches, key analyses etc) and ensure adequate supplies of stationary materials for the LAF. Manage the timely and accurate processing of fee payments, and expenses reimbursement for the team. Acting as the initial LAF contact for HSBC Compliance enquiries to ensure a consolidated response from the LAF Team as may be required, Occasional support for members of the regional LAF located outside of Dubai, Client care; dealing with enquiries; filtering calls, Update and maintain client contact database, Ensure a professional and consistent approach to HSBC Procedures and Values
Education
Bachelor in Office Administration - Business Administration
Polytechnic University of The Philippines
Sta Mesa, Manila, Philippines04-1996
Skills
- Executive support
- Diary management
- Meeting coordination
- Document preparation
- Expense management
- Vendor management
- Travel coordination
- Office administration
- Policy development
- Compliance training
- Event organization
- Process improvement
- Budget management
- Contract negotiation
- Team collaboration
- Administrative support
- Office management
- Meticulous attention to detail
- Information confidentiality
- Calendar management
- Interpersonal communication
- Database management
- Process improvements
QUALIFICATIONS
Fast learner, with a flexible “can-do” attitude to work collaboratively with a demanding team, hardworking, has the willingness to learn new things, open to accept new task, can easily relate to others, flexible and dependable, Strong organizational skills with an ability to work under pressure and to tight deadlines.
Timeline
Executive Assistant to COO and Office Manager
Axendo DMCC
03.2024 - 05.2025
Executive Assistant to the CEO / Office Manager
Dubai Gold & Commodities Exchange
08.2018 - 12.2024
Senior Assistant to the Global Head of Merchant Banking
National Bank of Abu Dhabi (NBAD)
08.2015 - 05.2018
Executive Assistant to the Managing Director and Head of Leveraged and Acquisition Finance / Head of Export Finance and Equity Capital Markets
HSBC Bank
10.2007 - 07.2015
Bachelor in Office Administration - Business Administration
Polytechnic University of The Philippines