READING, DANCING, BRISK WALKING, SINGING, SOCIAL MEDIA, DESIGNING
HELLEN SEBESTIAN
Executive Assistant
SINGAPORE,SINGAPORE
Summary
Experienced Administrator with over 16 years of experience in Legal, Healthcare, Airlines, Education, Museum Heritage.. Excellent reputation for resolving problems, improving customer satisfaction, and driving overall operational improvements. Consistently saved costs while increasing profits.
Overview
23
23
years of professional experience
2
2
years of post-secondary education
1
1
Certification
4
4
Languages
Work History
Executive Administrative Assistant
Rutledge Omni Services
SINGAPORE , SINGAPORE
2020.01 - 2020.02
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Orchestrated successful conferences, including associated travel for all speakers and attendees, facilities and support services.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Carefully transcribed phone messages and relayed to appropriate personnel within 1 minute of each call.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
- Maintained office supplies inventory by checking stock and ordering new supplies as needed.
Admin Assistant
National Heritage Board
2018.04 - 2019.11
- Provided frontline desk support, attended to phone calls, walk-in visitors, guest/members of public, booking/scheduling of meeting/conference rooms.
- Managed Office and overall, in-charge of office equipment maintenance such as copier machine, water cooler, stationery and Pantry essentials.
- Maintained staff directory/seating chart for on-boarding/out-boarding of all at NHB, Updated Telephone listing and visitors' records, managed transport schedules for CEO and staff of the museums and coordinated transportation of artefacts to different museums and other institutions.
- Issues to next level of support.
- Performed front desk registry services of distributing incoming mails, postage and coordination with courier services.
- Managed the Office Inventory, Maintained and organised all office hard-copy filings, scanned, photocopied and archived documents, worked with internal stake holders on the virement of funds and on an ad-hoc basis performed tasks for bosses.
- Handled the full procurement process for procurement of supplies and acted as Main liaison with office related vendors (e.g.
- Copiers, IT suppliers, IT Helpdesk, stationery and Pantry essentials), Monitored delivery of items and managed any issues with orders or payment promptly with vendors and Internal Finance department.
Admin Assistant cum Receptionist
2017.04 - 2018.04
- The Little House Montessori.
- Assisted in the preparation of regular scheduled reports and invoices, Developed and maintained proper filing system, Updated and maintained office policies and procedures.
- Performed clerical duties as and when assigned, this included data entry, email correspondence, memos, faxes, letters, forms and distribution of mails to staff.
- Attended to incoming phone calls and transferred calls as appropriate.
- Maintained contact lists, Organised and scheduled appointments, Provided general customer service support for visitors and parents.
Gadens Lawyers
- Greeted and addressed all clients to the office premises, Answered and screened all incoming phone calls.
- Booked meeting rooms and assisted in setting up video conference calls to clients located overseas and HQ in Sydney.
- Performed mark ups for all documents as and when required by the Managing Partner.
- Arranged and helped senior management with global business trip logistics (e.g.
- Flight/hotels, collaterals).
- Performed secretarial duties for partners, drafted and prepared documents and letters, maintained calendars for Managing Director and other lawyers.
- Provided administrative support to regional offices in Sydney, Melbourne and other parts of Australia.
- Maintained proper filing system and Performed general administrative duties as and when required by the Managing Partner.
- Liaised with suppliers, vendors, technicians and with Finance office located in Sydney, Australia.
Human Resources Executive
APAC Law Corporation Ltd
2010.02 - 2012.06
- Handled all aspects of recruitment and staffing logistics.
- Briefed and gave orientation for Employees, Scheduled training sessions for Employees, maintained records and Developed positive relationships with employees.
- Maintained proper Employee records and HR Filing system.
- In-charge of General Employee Safety, welfare, wellness and health status.
- Assisted with the day-to-day efficient operations of the HR office, Organised overseas company trips and handled all aspects of travel arrangements for overseas company trips.
Passenger Service Agent
Changi International Airport
2009.07 - 2010.01
- Greeted check-in passengers and Verified passengers' departure documents (passport and legal entry documents).
- Handled computer system of the Airlines to generate flight reservations and issued boarding passes as well.
- Resolved customer requests, questions and complaints frequently requiring analysis of situations to determine best use of resources.
Junior Secretary
Colin Ng & Partners
2005.09 - 2007.06
- Performed secretarial duties for lawyers in the areas of Litigation and Debt Recovery work.
- Transcribed, drafted, and prepared various pleadings, motions, electronic filings and emails.
- Drafted and processed legal documents for Family/Insolvency cases and court proceedings.
- Organized, maintained and retrieved case files as and when required.
Corporate Services Officer/ Secretary
1997.08 - 2005.08
- Subordinate Courts of Singapore.
- 4 years of Administrative experience in the Sub.
- Courts and 4 years in the Criminal Justice Division.
- Performed secretarial duties, for the judges as a Personal Secretary for 4 years.
- Ensured efficient day-to-day running of the courts, Organised and coordinated Judges' caseloads daily.
- Briefed Investigating Police Officers, on an ad-hoc basis.
- Provided Judges and Lawyers with case summaries routinely and Dealt and facilitated Magistrate's complaints, from members of the public.
Education
Some College (No Degree) - WSQ PROF DIPLOMA iN LEADERSHIP & PEOPLE MANAGEMENT
SINGAPORE CHINESE CHAMBERS INSTITUTE OF BUSINESS
PENINSULA PLAZA SINGAPORE 2019.04 - 2020.07
CERTIFICATE IN E-FILING OF LAWYER PRACTICING CERTIFICATE IN SECRETARIAL TRAINING PROGRAM CERTIFICATE IN PUBLIC CONTACT COURSE FOR FRONTLINE PERSONNEL (PS21) CERTIFICATE IN SC WORKFORCE SKILLS CERTIFICATE IN CPR & AED I SAFETY COURSE - undefined
High School Diploma -
STAMFORD COLLEGE
WHEELOCK PLACE 1992.01 - 1992.12
Skills
Customer Serviceundefined
Certification
DISTINCTION IN BUSINESS ENGLISH
Interests
Timeline
Executive Administrative Assistant
Rutledge Omni Services
2020.01 - 2020.02
Some College (No Degree) - WSQ PROF DIPLOMA iN LEADERSHIP & PEOPLE MANAGEMENT
SINGAPORE CHINESE CHAMBERS INSTITUTE OF BUSINESS
2019.04 - 2020.07
Admin Assistant
National Heritage Board
2018.04 - 2019.11
Admin Assistant cum Receptionist
2017.04 - 2018.04
Human Resources Executive
APAC Law Corporation Ltd
2010.02 - 2012.06
Passenger Service Agent
Changi International Airport
2009.07 - 2010.01
Junior Secretary
Colin Ng & Partners
2005.09 - 2007.06
Corporate Services Officer/ Secretary
1997.08 - 2005.08
High School Diploma -
STAMFORD COLLEGE
1992.01 - 1992.12
Gadens Lawyers
CERTIFICATE IN E-FILING OF LAWYER PRACTICING CERTIFICATE IN SECRETARIAL TRAINING PROGRAM CERTIFICATE IN PUBLIC CONTACT COURSE FOR FRONTLINE PERSONNEL (PS21) CERTIFICATE IN SC WORKFORCE SKILLS CERTIFICATE IN CPR & AED I SAFETY COURSE - undefined
DISTINCTION IN BUSINESS ENGLISH
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