Sheena Lavapie

Project Coordinator (Executive Assistant)

ADEC Innovations

Jan 2024 - Current (2 years 5 months)

• Calendar and Meeting Management ◦ Schedule and coordinate internal and external meetings, teleconferences, and other appointments. ◦ Organize and maintain filing systems and contact databases. • Travel and Expense Management ◦ Coordinate domestic and international travel arrangements. ◦ Prepare and process travel reimbursements, Travel Request Forms, and Cash Advances as required. ◦ Complete, reconcile, and submit travel and expense reports. • Administrative Support for Global Middle Office ◦ Handle all administrative functions and day-to-day operations of the Global Middle Office. ◦ Act as budget coordinator, maintaining accurate records of expenses and budgets. ◦ Liaise with Accounting and Finance for monthly expense

Admin Executive Assistant

ADEC Innovations

Sep 2021 - Jan 2024 (2 years 5 months)

Main Job Tasks and Responsibilities • Calendar and Meeting Management - Maintain and monitor the daily schedule of meetings and calls for the CEO and senior executives. - - Provide timely reminders for upcoming engagements. Prepare accurate minutes of meetings and calls, track action items, and ensure follow-up is completed. • Communication Management - Coordinate, review, and manage incoming communications (calls, emails, documents) for the Executive Office (EO). - Prioritize and escalate matters requiring executive attention. • Travel and Itinerary Coordination - Arrange accurate and timely hotel and flight bookings for executives and EO guests. - Prepare, coordinate, and manage travel itineraries for executives and visitor

Admin Executive Assistant – Reliever

ADEC Innovations

Mar 2021 - Sep 2021 (7 months)

• Calendar and Meeting Management ◦ Maintain and monitor the daily schedule of meetings and calls for the CEO and senior executives. ◦ Provide timely reminders for upcoming engagements. ◦ Prepare accurate minutes of meetings and calls, track action items, and ensure follow-up is completed. • Communication Management ◦ Coordinate, review, and manage incoming communications (calls, emails, documents) for the Executive Office (EO). ◦ Prioritize and escalate matters requiring executive attention. • Travel and Itinerary Coordination ◦ Arrange accurate and timely hotel and flight bookings for executives and EO guests. ◦ Prepare, coordinate, and manage travel itineraries for executives and visitors of the EO. • Budget and Adminis

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Office Administration Associate II

CONDUENT INTERNATIONAL B.V.-ROHQ (FORMERLY XEROX SHARED SERVICES PHILIPPINES INC. ROHQ)

Sep 2017 - Dec 2019 (2 years 4 months)

Main Job Tasks and Responsibilities • Security System Operations - - Operate and monitor the building's security system, ensuring adherence to established security operating procedures. Assist in the implementation and continuous improvement of security protocols. • Access Control Management - - Manage employee access rights to databases and physical areas, including creating, modifying, or revoking access based on official SBU requests. Respond to access-related inquiries from employees, visitors, and contractors. • ID Management - - Create and issue employee ID badges using ID Assist software. Assist with ID replacement, badge issuance for guests, and contractor access as required. • Audit and Compliance Support - - Partici

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Front Desk Receptionist

GAIC Manpower Services PH. Inc.

Sep 2016 - Aug 2017 (1 year)

Main Job Tasks and Responsibilities • Mail and Courier Management - Receive and dispatch all inbound and outbound mail and deliveries. - Fill out waybills, prepare packages for courier services, and coordinate bookings with customer support. • Front Desk and Reception - Greet and direct visitors to the appropriate personnel or office. - - - Answer phone calls promptly and route them to the correct departments or individuals. Provide basic and accurate information in person, via phone, or through email. Maintain a clean, organized, and welcoming reception area with necessary materials and supplies. • Facility and Logistics Coordination - Reserve company facilities for meetings and events. - - Monitor and report usage of compan

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