Ann Marie Seetaram
Port Of Spain
Summary
Executive Assistant is skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Driven and resourceful administrative professional with over nineteen (19) years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Detail-oriented and driven Executive Administrative Assistant with expertise in problem-solving and managing daily office functions. Proficient in MS Office Suite and office communications equipment operations.
Reliable Executive Administrative Assistant with focused attention on detail, accuracy and business impact. Keeps reports and communications well organized. Expertise in Microsoft Excel, Outlook, One Drive, Powerpoint, Teams, Sharepoint, and Word. software.
Smooth and professional experience enhancing executive productivity and improving business operations. Exceeds expectations for maximizing group performance and overseeing calendars. Operates well with minimal supervision to meet demanding objectives.
A dedicated individual with excellent experience in the industry. Maintains professional appearance and demeanor and expertly completes assigned tasks with a focus on quality—dependable and quick-learning team player with effective communication and organization skills.
A hardworking and passionate worker with strong organizational skills eager to secure an Executive Administrative Assistant position. Ready to help the team achieve Organizational goals.
Overview
19
19
years of professional experience
Work History
Procurement and Logistics Technician 1
Ministry Of Health/Pan American Health Organization
07.2004 - Current
- Ensure the Procurement Plan is updated to reflect the organization's procurement objectives and strategies.
- Review and ensure completeness of all acquisition of goods/services/consultancy from technical and administrative staff by the organization's policies and procedures.
- Create and maintain supplier performance database.
- Coordinate all reporting and information dissemination and ensure the filing system is maintained (electronic) on purchases.
- Present to the Local Contract Review Committee (LCRC) and Delegation of Authority (DOA) on major purchases requiring compliance with the procedures and best/practices before the award of the contract.
- Conduct supplier research and market analysis to facilitate the procurement process.
- Invite new and existing Suppliers to register on the United Nations Global Market in order to facilitate the implementation on the In-tend system.
- Prepare solicitation documents to conduct the competitive bidding using the In-Tend (E-Tendering Electronic system) through Workday.
- Prepare Bid for invitations, Bid Analysis and award Purchase Orders/Supplier contracts.
- Coordinate and conduct Technical Evaluation Meetings related to service contracts related to consultancies.
- Communicate with suppliers to obtain availability and product information or to solicit bids; and confers with vendors concerning new products, damaged goods, delayed payments, clarifications where needed and conduct negotiations where necessary or related information.
- Liaise with the Legal in Headquarters to finalize the various contractual agreements.
- Amendment to Purchase Orders/Service Contracts when necessary.
- Provide backup support for the Strategic and Revolving Fund.
- In close collaboration with the Technical Advisors, prepare and process service contracts related to various consultancies hired under local conditions of employment;
- Coordinate and arrange meetings related to negotiations related to service contracts.
- Closeout procedures when purchase orders/contracts are completed and payment is made.
- Perform other related duties, as assigned.
Administrative Assistant
Ministry Of Health/ Pan American Health Organization
07.2004 - 01.2015
- Arrange appointments and maintain the Technical Advisors calendar, receive visitors, place and answer telephone calls; handle confidential and sensitive matters with great discretion; prepare agendas and other material for official trips or special meetings;
- Make arrangements for meetings with senior officials and coordinate meetings organized by the Technical Advisor; assist in administrative issues relating to national institutions, maintain up-to-date lists of names, addresses and telephone numbers of Ministers, government officials, members of the diplomatic Corps and any other institutions which has contact with the Technical Advisor in the country;
- Review all incoming correspondence that requires action by the Technical Advisor; review for substance, identify urgent matters and ensure that these are handled expeditiously; gather necessary background documentation for correspondence requiring action by the Technical Advisor; monitor to ensure that deadlines for responses are met; follow up with various office personnel and other organizational components on the submission of reports and correspondence.
- Prepare correspondence, faxes, reports, email, etc. from general instructions and on own initiative; follow up on pending matters and handle confidential material; type and process correspondence, presentations, reports and other documents involving the use of technical terminology using standard office computer software;
- Prepare all outgoing correspondence requiring the signature of the Representative with appropriate style, punctuation, grammar, and spelling that adhere to the Organization’s standards and policies.
- Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence; prepare and verify the content of tables, graphs, and charts; follow up with Technical Advisor on the submission of reports and correspondence to meet established deadlines;
- Review all outgoing correspondence to ensure accuracy, correct spelling and punctuation, and conformance to the organization's established practices and procedures.
- Establish and maintain files and control reference material; maintain confidential files; search files and compile pertinent information as required;
- Perform other administrative functions such as compiling background data to prepare correspondence and reports, following the submission of reports, and assembling correspondence for mailing and incoming correspondence.
- Organize the Technical Advisors travel plans and make necessary arrangements, including obtaining airline tickets, required visas, and hotel reservations; assist with spend authorizations and expense reports; prepare and assemble background materials required by the Technical Advisor for duty travel;
- Organize the Technical Advisors travel plans and make necessary arrangements, including obtaining airline tickets, required visas, hotel reservations, assist with spend authorizations and expense reports; prepare and assemble background materials required by the Technical Advisor for duty travel.
- Participate in Meetings/Conferences/Workshops hosted by the Technical Advisor. Prepare packages for distribution to participants, conduct registration, and ensure that the setup, catering, and audio requirements align with the Advisor's request.
- In close collaboration with the Procurement Focal Point, assist with and coordinate the HR functions of the office concerning all consultant positions hired under local conditions of employment related to the Technical Advisor.
- Perform other related duties, as assigned.
Education
MBA - Project And Supply Chain Management
Anglia Ruskin University
United Kingdom03.2024
Certificate in Public Procurement - Level 3 (Credi
The Chartered Institute of Procurement And Supply
Copenhagen, Denmark05.2017
Introductory Certificate in Public Procurement
The Chartered Institute of Procurement And Supply
Copenhagen, Denmark05.2016
High Performance Business Writing
ROYTEC
Port Of Spain, Trinidad04.2005
Pitman's Advanced Typewriting - First Class
The College of Accounting And Secretarial Skills
San Fernando, Trinidad03.1998
Advanced Level
Princess Town Senior Comprehensive School
Princess Town, Trinidad06.1995
Ordinary Level
Princess Town Senior Comprehensive School
Princess Town, Trinidad06.1992
Skills
- Overall attitude at work
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Knowing and Managing myself: Remain productive and promote continuous learning
- Adaptability
- Producing Results
- Project Management
- Time Management
Timeline
Procurement and Logistics Technician 1
Ministry Of Health/Pan American Health Organization
07.2004 - Current
Administrative Assistant
Ministry Of Health/ Pan American Health Organization
07.2004 - 01.2015
MBA - Project And Supply Chain Management
Anglia Ruskin University
Certificate in Public Procurement - Level 3 (Credi
The Chartered Institute of Procurement And Supply
Introductory Certificate in Public Procurement
The Chartered Institute of Procurement And Supply
High Performance Business Writing
ROYTEC
Pitman's Advanced Typewriting - First Class
The College of Accounting And Secretarial Skills
Advanced Level
Princess Town Senior Comprehensive School
Ordinary Level
Princess Town Senior Comprehensive School
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