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Sharolyn Garcia

Executive Secretary / Office Administrator


As my curriculum vitae indicates,  I have gained Ten years experience in providing office support to Senior Executives and extensive training in effective Diary and Office Management.

I am an enthusiastic, experienced Executive Secretary / Office Administrator in an Oil Field Service Industry. I am sure you are aware of the flexibility, focus and diplomacy such position requires.

I have sharpened my organizational skills, customer care, attention to
detail and my ability to work with speed and accuracy.

My key responsibilities are providing logistical and financial oversight assistance and provide administrative support.

I have excellent track record for consistently meeting goals with a proven ability to see a project through, from initiation to completion.


May 2013Present

IMS Internal Auditor 

Vincotte International Middle East

Quality, Environment, Health and Safety (ISO 9000:2008 / ISO 14001:2004 / OHSAS 18001:2007)

Work experience

Jan 2011Present

Executive Secretary/Office Administrator

AlMansoori Specialized Engineering

Perform a full range of administrative and executive support activities for the Manager and Senior personnel in the division

Provides logistical and financial oversight assistance to the Corporate HSE & Quality Manager

Compile and maintain records, statistical information and reports

Researches, compiles, assimilate, and prepare confidential and sensitive documents, and brief the Manager regarding the contents

Liaise with Admin and Operations Support Team to ensure that all requirements needed for all HSEQ events/ programs are in place

Reads and screens incoming correspondences and reports; make preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the executive and staff

Review, proofread, and edit documents prepared for the executive’s signature

Ensure that the Company Integrated Management System and Procedures are up to date and available to all at all times

Collate monthly safety statistics and distribute monthly reports to all Divisions and all operations based outside UAE

Prepare monthly, quarterly and annual presentations used for client presentations

Handles the day to day correspondence and activity of the Manager

Interface with and manage clients and vendors relationships

Maintain and update all personnel files including contracts and other related HR documents

Manages the day to day office activity and supervises the department staff

Supervises all travel planning for the Manager and hotel bookings, including interface and negotiation with the Travel Consultants in addition to coordinating the works of the PRO

Oct 2008Dec 2010

Executive Assistant

Corporate Office/Office of the Managing Director

Provides logistical, administrative and financial oversight assistance to the Managing Director

Handles the day to day correspondence and activity of the Managing Director

Prepare comprehensive minutes of meetings for the Managing Director

Interface with and manage clients, vendors and investor relationships

Maintains and updates all personnel files including contracts and other related HR documents

Follow-up visa and labour card status of employees to the Public Relations Department

Coordinates with the Public Relations Department on the renewal of all company licenses and certificates

Interact in and provide oversight for the procurement and accounting processes

Manages the day to day office activity and supervises the staff including draftsmen and office assistants

Provides logistical, procurement and other required assistance to the manufacturing consultant and to the (technical & sales) engineers

Supervises all travel planning for the office and hotel bookings, including interface and negotiation with the Travel Consultants in addition to coordinating the works of the Public Relations Officer

Designs marketing tools for the company (e.g. brochures, flyers and website - URL for the website will be provided when required)

Jul 2006Oct 2008

Assistant to the ICT Manager

AlMansoori Specialized Engineering

Organize conferences and any other meetings upon the request of the IT Manager

Takes down and keeps record of the minutes of the meeting

Deals with correspondence, collates information, writes reports, ensures decisions made are communicated to the relevant people

Manages travel arrangements for the IT Manager and other department members

Monitors IT Helpdesk system maintained on Lotus Domino and assign calls to concerned support personnel

Attend to support calls when support team members are not available

Solicit quotations for IT requirements from authorized vendors and make quotation analysis for Manager’s approval

Prepare Local Purchase Orders and Capital Requests for the department

Prepare Expense Claims of IT employees for Manager’s approval

Designs and maintains the domino document management system for all divisions across the company

Assists the support team in preparing/upgrading laptops and desktops as per company’s standards

Maintain the personnel files of the department members

Maintains the library of software (licensed software, patches, drivers, etc.) Received

Maintain the files of the corporate software and hardware licensing and maintenance agreements

Create .chm files for other departments depending on request

Coordinates with the website developer of the company with respect to changes required to design and content

Filter/check the cvs sent to the careers portal on the company’s website

Designs logo for corporate forms as per requirements of the management

Design forms as per requirements of the management


Jun 2002Mar 2006

Bachelor of Science in Computer Science

La Consolacion College - Philippines

Training and Seminars

Effective Administrative Skills and Secretarial Practices– Intek Solutions (U.A.E.)

Microsoft Office Advanced Training – New Horizons (U.A.E.)

Customer Care 1: Quality of Service

Customer Care 2: Service Attitudes

Customer Care 3: Business Etiquette and Proper Dress Code

Customer Care 4: Everlasting Service

Reflection on Work Ethics and Professionalism


Software Skills

Web Development Programs (Dreamweaver)

Photo Editing (CS Photoshop)

Adobe Illustrator

Microsoft Office Applications (Word, Excel, Access, PowerPoint)

Video Editing Tools


Excellent communication skills in English, both written and oral

Ability to work independently with minimal supervision

Ability to solve problems and multitask

Ability to interpret data and formulate action plans based on analysis

Ability to remain professional, confident and patient at all times