Ava Liyan Ghirawoo
Agdal
Summary
Professional administrative expert with significant experience in high-level support roles. Possess strong skills in calendar management, document preparation, and office operations. Known for collaborative leadership, adaptability, and results-driven approach. Highly reliable and effective in fast-paced environments.
Overview
19
19
years of professional experience
1
1
Certification
Work History
Senior Administrative Assistant
Embassies of Eastern Caribbean States
05.2019 - Current
- Supervise local Moroccan staff to include a Driver, Gardner/Security officer and Office Attendant
- Manage the documentation requirements for the tax exemption process for purchases made by the Embassy
- Manage all paper work including contracts for group medical and life insurance
- Process monthly tax payments
- Kept files and records in content management systems such as MS SharePoint, EXCEL and others.
- Served as a reliable point of contact for both internal and external stakeholders, demonstrating strong problem-solving skills to address any issues that arose.
- Supported program operations by preparing and updating documents, reports and spreadsheets.
- Supported project teams in achieving their goals through proactive assistance with research, data analysis, and report preparation.
- Arranged business travel details for company employees per supervisor requirements.
- Maintained personal schedule, professional calendar, and individual appointments for senior staff members.
- Facilitated successful events, including conferences and workshops, through meticulous planning, coordination, and execution of logistics.
- Improved team productivity by effectively coordinating schedules, meetings, and travel arrangements for senior executives.
- Increased accuracy of financial records with diligent tracking of expenses, budget management, and invoice processing.
- Managed sensitive information with utmost discretion to maintain confidentiality at all times.
- Expedited decision-making processes for senior leadership by creating concise meeting minutes highlighting key discussion points and action items.
- Coordinated office activities and public events.
- Managed electronic records database and handled all file requests.
- Coached new employees on administrative procedures, company policies, and performance standards.
- Reduced errors in data entry tasks due to meticulous attention to detail when inputting information into various databases and spreadsheets.
- Coordinated trainings for new team members, overseeing onboarding details.
- Ensured smooth daily operations by maintaining office supplies inventory and anticipating needs to avoid stock shortages or delays in projects.
- Optimized document organization by developing a comprehensive electronic filing system that facilitated easy retrieval of information when needed.
- Researched and analyzed data to efficiently contribute to executive reports for monthly meetings.
- Acquired proper equipment, refreshments and supplies for meetings.
- Assisted supervisory staff with management of complex calendars and to-do lists to support organization and productivity.
- Boosted client satisfaction by providing exceptional customer service through timely responses to inquiries and resolving issues efficiently.
- Provided valuable support to multiple departments, managing ad-hoc projects as needed and balancing competing priorities effectively.
- Enhanced team collaboration by organizing regular team-building activities that fostered camaraderie among staff members.
- Prepared flawless emails and other documents upon direction of immediate supervisor.
- Managed filing system, entered data and completed other clerical tasks.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Liaised between clients and vendors and maintained effective lines of communication.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
Administrative Assistant III
The Commission of the Organisation of Eastern Caribbean States (OECS); Saint Lucia Education Development Management Unit (EDMU)
01.2013 - 05.2019
- Contract management
- Planned high level meetings
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
- Managed scheduling for executive team, balancing complex calendars to ensure optimal use of time.
- Addressed IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
- Organized company events to enhance team cohesion, coordinating logistics and catering for over 50 participants.
- Maintained confidentiality of sensitive information, adhering strictly to data protection regulations.
- Facilitated training sessions for new software tools, increasing team productivity and reducing learning curves.
- Improved staff morale by organizing recognition programs, acknowledging outstanding contributions and fostering positive work culture.
- Maintain an electronic and hard copy filing system
- Received payments for selected purposes approved by the accountant and issued receipts for such payments
- Participate in Procurement trainings occasionally
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
Administrative Assistant to Audit Managers
PwC (PricewaterHouseCoopers) St. Lucia currently Grant Thorton International Ltd.
01.2012 - 12.2012
- Assist audit Managers with preparing financial statements
- Create financial statements for new companies
- Draft letters and other communique once necessary
- Maintain a petty cash for the Managing Partner
- Create invoices and send off to clients when necessary
- Research on flights and hotel accommodation for Audit Managers and Auditors
- Assist and backstop for the receptionist occasionally
Administrative Assistant to the General Manager
C.O. Williams Group of Companies (St. Lucia Ltd)
04.2008 - 12.2011
- Enter invoices and cash transactions into the Adagio accounting system and occasionally assist the Accounts Clerk
- Manage the office petty cash
- Prepare and type memos, invoices, contracts, quotations and other documents
- File office documents and architectural drawings and retrieve them upon request
- Order spare parts, track and verify documentation upon arrival
- Send e-mails on behalf of the company
- Prepare vacation summaries, job and reference letters for all ground and technical staff
- Purchase all office supplies and refreshments and keep a weekly inventory
- Organize meetings and arrange meeting room to accommodate attendees
- Supervise office cleaner and ensure daily disposal of refuse
- Assist other companies with administrative duties within the group when necessary
Receptionist
Cultural Development Foundation (CDF) Saint Lucia
07.2006 - 03.2008
- Prepare and type memos, invoices, contracts, quotations and other documents
- Greet and direct walk-in clients and guests
- Send e-mails on behalf of the company
- Answer all incoming calls using the switchboard
- Create draft agendas for upcoming shows held at CDF
- Work with the team to coordinate plans for all the CDF shows including the annual Carnival Queen Show and Calypso music show
- Was assigned Administrative responsible for all incoming applications in the Grant process provided to various Artist in Saint Lucia
Education
Executive Diploma - Human Resources Management
Associates of Business Executives (ABE UK)
UK09-2015
Associate Degree - Office Administration
Sir Arthur Lewis Community College
01.2006
Skills
- Proficient in Microsoft office
- Executive support experience
- Project coordination expertise
- Expert time management
- Travel coordination
- Expense reporting
- Confidentiality and discretion
Certification
- ISIS (St. Lucia), Microsoft Word Core, 2004
- ISIS (St. Lucia), Microsoft Powerpoint Core, 2004
- ISIS (St. Lucia), Microsoft Excel Core, 2004
- NRDF (St. Lucia), Quick Books Accounting Programme, 2004
- ABE (UK), Human Resource Management (Executive Diploma), 2015
- Alliance Française Saint Lucia, French Language: DELF A1, 2016
- Faculty of Educational Sciences, One month Immersion Course in Classic Arabic language, 2019
- E-Learning College, Project Management (Online Short Course), 2020
- OAS (School of Governance), Events Management (Online Short Course), 2020
- International TEFL Organization, TEFL/TESOL Certificate of Achievement, 2021
- E-Learning College, Sustainable Public Procurement (Online Course), 2021
Native Language
English
Personal Information
- Age: 39
- Date of Birth: 07/20/86
- Gender: Female
- Nationality: Saint Lucian
- Marital Status: Single
Timeline
Senior Administrative Assistant
Embassies of Eastern Caribbean States
05.2019 - Current
Administrative Assistant III
The Commission of the Organisation of Eastern Caribbean States (OECS); Saint Lucia Education Development Management Unit (EDMU)
01.2013 - 05.2019
Administrative Assistant to Audit Managers
PwC (PricewaterHouseCoopers) St. Lucia currently Grant Thorton International Ltd.
01.2012 - 12.2012
Administrative Assistant to the General Manager
C.O. Williams Group of Companies (St. Lucia Ltd)
04.2008 - 12.2011
Receptionist
Cultural Development Foundation (CDF) Saint Lucia
07.2006 - 03.2008
Associate Degree - Office Administration
Sir Arthur Lewis Community College
- ISIS (St. Lucia), Microsoft Word Core, 2004
- ISIS (St. Lucia), Microsoft Powerpoint Core, 2004
- ISIS (St. Lucia), Microsoft Excel Core, 2004
- NRDF (St. Lucia), Quick Books Accounting Programme, 2004
- ABE (UK), Human Resource Management (Executive Diploma), 2015
- Alliance Française Saint Lucia, French Language: DELF A1, 2016
- Faculty of Educational Sciences, One month Immersion Course in Classic Arabic language, 2019
- E-Learning College, Project Management (Online Short Course), 2020
- OAS (School of Governance), Events Management (Online Short Course), 2020
- International TEFL Organization, TEFL/TESOL Certificate of Achievement, 2021
- E-Learning College, Sustainable Public Procurement (Online Course), 2021
Executive Diploma - Human Resources Management
Associates of Business Executives (ABE UK)
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