Rina Jauhari
Singapore
Summary
Experienced executive assistant offering high-level administrative support to senior-level staff. Skilled in travel management, expense tracking, and schedule coordination. Adept at managing calendars, preparing reports, and coordinating meetings. Demonstrates excellent customer service, problem-solving, and communication skills while providing comprehensive administrative support to upper-level teams.
Overview
15
15
years of professional experience
1
1
Certification
Work History
Executive Assistant
Tabsquare Pte Ltd
01.2023 - Current
- Provide full secretarial support to Directors by handling all calendar management, scheduling of their meetings and appointments, business travel requests and bookings
- Support in office management matters such as procurement of office supplies, processing of invoices, reconciliation of Account Payables, visitor administration support, as well as event management support
- Also support the teams in the maintenance of information databases as well as the preparation of presentation decks for management reporting and deals presentation.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
Admin Executive
The Star - MCST 4548 (CBRE)
09.2020 - 01.2023
- Perform administrative and customer service support, for site, security, carpark, fire safety, equipment, Maintenance and project
- Receive tenants and/or residents, visitors, contractors, workmen, etc.
- Issue of PO/PR, LD, billing, payment vouchers, petty cash, submission of invoices to both account payables and account receivables, checking and tracking of SOA to ensure all invoices are paid and minimum amount accrual in the Monthly Financial Statements.
- Created and updated records and files to maintain document compliance.
- Handled confidential information with utmost discretion, ensuring sensitive data was protected from unauthorized access.
- Oversaw inventory management, maintaining optimal supply levels while minimizing waste and unnecessary expenses.
- Sorted, opened, and routed mail and deliveries to meet business requirements.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Managed daily office operations, negotiated contracts, managed vendor relations and acted as primary liaison with outside organizations.
- Organized and supervised office event planning and building renovations.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Updated and maintained confidential databases and records.
- Filed paperwork and organized computer-based information.
- Created and managed office systems to efficiently deal with documentation.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Screened personal and business calls and directed to appropriate party.
Team Administrator (Contract)
Presence of IT Pte Ltd
10.2018 - 12.2019
- Managing POIT equipments and orders as required
- Business Card Management
- Arranging catering for luncheons and training sessions
- Coordinating any Internal/External Functions
- Managed schedules and maintained an organized calendar for effective time management within the team.
- Coordinated travel arrangements, ensuring seamless logistics for all team members during business trips.
- Maintained personnel records and updated internal databases to support document management.
- Organized meetings for executives and coordinated availability of conference rooms for participants.
- Assisting with the organization of the POIT Asia Conference
- Checking receipts for expenses and approving invoices
- Other general accounting and administrative tasks as assigned
- Setting up conference calls and taking down meeting minutes
- Procuring of laptops etc. for Singapore, Japan and Korea team
- HR: applying visas, recruitment licenses, onboarding newcomers - bus cards, systems, office keys
- Uploading records into company database
- Manage suppliers and contracts
Personal Assistant (Temporary)
Ryan Tan & Associates
05.2018 - 10.2018
- Answering of phone calls
- Data Entry Updates
- Scheduling of appointments for managers
- Call clients and update them on their insurance information.
- Maintained appropriate filing of personal and professional documentation.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Improved time management of the executive through effective prioritization and organization of tasks.
- Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
- Displayed absolute discretion at handling confidential information.
- Aided executive in personal tasks such as scheduling appointments or running errands when needed.
- Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
- Facilitated smooth office operations by managing supplies inventory and overseeing maintenance requests.
- Handled incoming mail, bills and invoices and completed appropriate actions.
- Entrusted to handle confidential and sensitive situations in professional matter.
- Identified needs and coordinated plans for travel and out-of-town functions.
Assistant Sales Manager
4Mind Ventures Pte Ltd
06.2017 - 05.2018
- Maintained a high level of customer services
- Coordinate with sales manager and ensured achievement on monthly and annual sales goals.
- Resolved customer issues promptly, maintaining high levels of customer satisfaction and trust in the brand.
- Trained new hires on product knowledge, enhancing their ability to sell confidently and successfully close deals.
- Assisted sales team with completing customer transactions and managing issues.
- Demonstrated exemplary customer service by engaging clients on sales floor.
- Achieved sales targets consistently by driving daily sales activities.
Brand Assistant (Temporary)
Kendo Brands Inc.
01.2017 - 04.2017
- Manage, maintain and coordinate GM's calendar, meetings and travel arrangements
- Also supporting the Marketing Director and Sales Education Director on their travels and expense claims.
- Coordinating meetings and functions globally and in Singapore
- Sourcing of venues and supporting the Marketing and Education team for planning of special events, trainings and press days
- Worked closely with product development teams to create and maintain marketing materials for sales presentations and client meetings.
Executive Assistant / Office Manager
Phoenix Solar Pte Ltd
10.2015 - 01.2017
- Provide full secretarial support to Directors by handling all calendar management, scheduling of their meetings and appointments, business travel requests and bookings
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Facilitated training and onboarding for incoming office staff.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Updated and maintained confidential databases and records.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Optimized workspace usage by reorganizing floor plans according to team needs and office layout constraints.
Team PA (Contract)
Anglo American Marketing Limited
12.2012 - 06.2015
- Scheduling and confirming flights, transfer and accommodation bookings, visa applications and expenses prepared and reconciled in line with company travel policy
- Organize and coordinate meetings, tele and video conferences arranged including venues, equipment, caterings etc.
- Maintained appropriate filing of personal and professional documentation.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Improved time management of the executive through effective prioritization and organization of tasks.
- Displayed absolute discretion at handling confidential information.
- Served as point of contact between clients and managerial staff.
- Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
- Coordinated events and functions with attention to detail ensuring successful execution.
- Facilitated smooth office operations by managing supplies inventory and overseeing maintenance requests.
- Managed complex calendar coordination across multiple time zones for seamless meeting scheduling.
- Participated in team meetings and staff training sessions.
- Assisting the EA to proactively manages the diary of Head of Sales and Marketing, flagging urgent requests and deadlines and responding to external emails as required whenever the EA is on leave
- Reception of visitors and clients (both local and abroad)
- Efficiently and up-to-date filing and storage of documentation
- Accurately maintaining record tracking e.g., Kumba Singapore Gift Register and monthly travel
Admin Executive / Secretary (Contract)
Ulma Formwork Pte Ltd
01.2011 - 07.2012
- Provide secretarial and administration support to the MD
- Supports and direct report to the MD
- Collating and binding of documents needed by the sales team.
- Created and updated records and files to maintain document compliance.
- Handled confidential information with utmost discretion, ensuring sensitive data was protected from unauthorized access.
- Collected data, input records, and protected electronic files.
- Improved customer satisfaction by promptly addressing inquiries and resolving issues in a timely manner.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Scheduled appointments and meetings, organized materials and prepared rooms.
- Sorted, opened, and routed mail and deliveries to meet business requirements.
- Optimized office space utilization through strategic rearrangement of furniture and equipment; created comfortable and functional work environments.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Managed daily office operations, negotiated contracts, managed vendor relations and acted as primary liaison with outside organizations.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Filed paperwork and organized computer-based information.
- Maintained daily report documents, memos and invoices.
- Handled daily scheduling tasks and provided administrative support for entire department.
- Entered data into system and updated customer contacts with information to keep records current.
- Recorded and tracked operational expenses to identify and eliminate wasteful spending.
Receptionist - Outsourced by JLL (Contract)
Standard Chartered Bank
12.2009 - 01.2011
- Ensuring the reception lobby is clean and tidy
- To provide prompt and efficient front desk service
- To greet and guide visitors/clients, informing staffs of their arrival.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Confirmed appointments, communicated with clients, and updated client records.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Resolved customer problems and complaints.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Responded to inquiries from callers seeking information.
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Answered central telephone system and directed calls accordingly.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Corresponded with clients through email, telephone, or postal mail.
- Handled sensitive information with discretion while maintaining strict confidentiality standards.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Maintained visitor log for entering and leaving facility for security purposes.
- Managed conference room schedules to ensure efficient use of space for meetings and other events.
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Operated multi-line telephone system to answer and direct high volume of calls.
- Sorted, received, and distributed mail correspondence between departments and personnel.
- Routed incoming mail and messages to relevant personnel without delay.
- Collected and distributed messages to team members and managers to support open communication and high customer service.
- Scheduled office meetings and client appointments for staff teams.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Monitored and screened visitors to verify accessibility to inter-office personnel.
Education
Workplace Literacy and Numeracy (WPLN), Level 7 -
British Council
Office Administration Management for Executives and Managers Certification -
British Council
12.2016
Effective Minutes Writing Certification -
11.2016
GCE 'N' Level -
Yishun Town Secondary School
12.1994
Skills
Executive Support
Administrative Support
Office Management
Strong Problem Solver
Schedule & calendar planning
Office Administration
Meticulous attention to detail
Information confidentiality
Customer Service-Oriented
Expense Reporting
Calendar Management
Travel Coordination
Travel Arrangements
Travel administration
Executive Schedule Management
Team Coordination
Supply Ordering
Invoice Preparation
Document Filing and Retrieval
Travel Itineraries
Certification
- Awarded for PAs and Executive Assistants Effectiveness Workshop, 09/01/14
- Certification for Better Email Writing, 05/01/14
- Certification for completion of 5 modules of Community Emergency Preparedness Programme from Singapore Civil Defence Force, 08/01/09
- Certification for Skills Recognition System of Providing Quality Customer Service Level 3
Languages
English
Basic Mandarin
Bahasa Malaysia
Bahasa Indonesia
Availability
Two month
Personal Information
Nationality: Singaporean
Timeline
Executive Assistant
Tabsquare Pte Ltd
01.2023 - Current
Admin Executive
The Star - MCST 4548 (CBRE)
09.2020 - 01.2023
Team Administrator (Contract)
Presence of IT Pte Ltd
10.2018 - 12.2019
Personal Assistant (Temporary)
Ryan Tan & Associates
05.2018 - 10.2018
Assistant Sales Manager
4Mind Ventures Pte Ltd
06.2017 - 05.2018
Brand Assistant (Temporary)
Kendo Brands Inc.
01.2017 - 04.2017
Executive Assistant / Office Manager
Phoenix Solar Pte Ltd
10.2015 - 01.2017
Team PA (Contract)
Anglo American Marketing Limited
12.2012 - 06.2015
Admin Executive / Secretary (Contract)
Ulma Formwork Pte Ltd
01.2011 - 07.2012
Receptionist - Outsourced by JLL (Contract)
Standard Chartered Bank
12.2009 - 01.2011
Workplace Literacy and Numeracy (WPLN), Level 7 -
British Council
Office Administration Management for Executives and Managers Certification -
British Council
Effective Minutes Writing Certification -
GCE 'N' Level -
Yishun Town Secondary School
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