Diana Ruiz

Diana Ruiz

Secretary cum Receptionist
Work experience
  • Executive Secretary cum and ReceptionistNext Engineering Consultant
    October 2016 - Feb. 2020

    Coordinates travel arrangements, meeting schedules, hotel and flight bookings and itinerary preparation for local and international meetings and travel of the CEO.
    Manage, prioritize, screen and monitor the CEO’s correspondence, including calls, emails and post to ensure they are dealt appropriately.
    Ensures that documentation is correctly filed and maintains an efficient filling system.
    Ensures that relevant information is gathered and prepared to brief the CEO for meetings and events.
    Record, transcribe and distribute minutes of meetings and follows up on assigned action items.
    Creates, respond and compose correspondence letters, memos and emails.
    Prepare monthly progress report and submit to CEO.
    Provide general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying.
    Prepare and Issue payment certificate to Contractors.
    Prepare and arrange memos regarding issues, comments and feedback related to project sites as well recommendations, proposal and job completions for the engineers and consultants.
    Prepare proposals for new construction projects.
    Air Ticket Bookings and Hotel Arrangements.

  • Secretary cum AdminLotte confectionery Co. LTD.,
    Aug. 2008 - July 2015

    Handling Petty Cash and WPS payroll System.
    In-charge in Residence Visa Processing, Trade License, Lease, NOC letters and any other Admin related services in JAFZA and Mainland LLC.
    In charge in Other Country Visa processing (Schengen, KSA, Canada, UK, Japan, Korea, China etc.)
    Handling Logistics and Shipping Related Issues
    Issue and prepare Quotations and Local Purchase Order (LPO)
    Follow up collection, payments and TT/LC application from customers.
    Follow up orders, shipping documents, shipping information and payment receipts from Korea Head Office.
    Prepare memos, notice and other important documents.
    Follow up and acquire orders from customers to assigned countries.
    Perform market research and present the findings.
    Coordinates travel arrangements, meeting schedules, hotel and flight bookings and itinerary preparation for local and international travel of the CEO.
    Handling email Customer and Supplier Correspondence letters (Microsoft Outlook)
    Receives and distributes incoming telephone calls, faxes, emails and documents from couriers.
    Taking minutes of the meeting. Typing of correspondence letters.
    Welcome and Assist daily visitors and important guests for meetings and appointments.
    Arrange driver and vehicle for the various Senior Managers especially outside the countries as per their requested.
    Maintain a register of all licenses, permits etc. from our offices and monitor the expiry for actions to be taken. Submit regular status report.
    Securing office stationary supply and maintenance of office equipment’s.
    Assist Document processing, monthly reporting, Encoding and File maintenance control.

Education
  • Bachelor of Science in ComputerUnion christian college
    26/07/2020

    A computer science degree develops the skills and knowledge required to design, develop, test, and produce computers and their subsystems. Computer science careers include programming language skills, video game design, electronic music engineering, and mobile app development.

Skills
  • Technically proficient in using MS Office
    80%
  • Technically proficient in using MS Excel
    80%
  • Technically proficient in using MS Outlook
    77%
  • Knowledge in using DMCC portal and Dubai Trade Portal JAFZA
    85%