Donna Lumacad

DONNA A. LUMACAD EXECUTIVE ASSISTANT | HR & OFFICE ADMINISTRATIVE | PROJECT COORDINATOR Detail-oriented Executive Secretary and Administrative Assistant with 7+ years of experience supporting senior management, coordinating HR functions and managing administrative and project-related operations. Strong background in office management, staff coordination, accounts support and client/vendor communication. Adept at multitasking in fast-paced environments, improving processes and maintaining accurate documentation. Brings additional experience in graphic design and layout production. KEY SKILLS Administrative & Executive Support. Skilled in scheduling, calendar management and executive communication. Operations Management. Oversees daily operations, organized systems and efficient team workflows. HR Support & Staff Coordination. Handles attendance, onboarding, contract renewals, visa processing and employee records. Project Coordination. Supports project documentation, material submittals, site communication and progress tracking. Client & Vendor Relations. Liaises with management, clients, suppliers and teams to maintain smooth operations. Document Preparation & Reporting. Prepares letters, reports, proposals, presentations, quotations and correspondence. Basic Accounting & Financial Support. Familiar with QuickBooks, invoicing, BOQs, data entry and financial records. Graphic Design. Creates layouts and marketing materials using Photoshop, InDesign and related tools. WORK EXPERIENCE Karma Fitout Building Contracting LLC - Dubai, UAE Executive Secretary / Project Coordinator Jun 2024 - Present Supported the Managing Director with scheduling, travel, communications and high-level administrative tasks. Streamlined office operations by maintaining organized filing systems, documentation and internal communication. Coordinated with project teams, clients, and suppliers to ensure timely approvals, material deliveries and project updates. Prepared executive reports, proposals, presentations and official correspondence. Managed staff attendance, HR documents, onboarding activities and contract renewals. Assisted project managers with documentation, drawings, submittals and site coordination. Helped plan company events and staff engagement initiatives to improve team cohesion. Al Tamayoz Contracting Co. LLC - Dubai, UAE Operations Administrator / HR Assistant Aug 2022 – May 2024 Managed daily HR and operations communications, including job postings, candidate screening and employee records. Processed visas, renewals, medical tests, Emirates IDs and vacation documentation. Verified and reconciled employee timesheets for payroll accuracy. Coordinated material requests and supplier communication to support project site needs. Monitored vehicle/equipment servicing, registration renewals and telecom accounts. Maintained warehouse-to-site tracking for tools, materials and manpower movement. Intuition Interiors LLC - Dubai, UAE Administrative & Accounts Assistant Managed the Managing Director’s calendar, emails and internal communications. Coordinated supplier deliveries, site requirements and project documentation. Assisted in creating mood boards and material samples for client submissions. Prepared quotations, BOQs, invoices and accounting entries in QuickBooks. Maintained staff files, government renewals and FTA submissions. Monitored receivables, processed payments and managed office inventory. Jun 2020 – Aug 2022 Jafrah Trading and Decoration - Dubai, UAE Secretary & Accounts Assistant Aug 2019 – May 2020 Provided administrative support including calls, emails, scheduling and document preparation. Prepared quotations, followed up with clients, and assisted with order processing. Recorded financial transactions and assisted with monthly financial reports. Managed office supplies, deliveries and day-to-day office operations. Mindanao Gold Star Daily - Cagayan de Oro, Philippines Graphic & Layout Artist Designed newspaper layouts, advertisements and print materials. Operated Imagesetter equipment, processed films and ensured color accuracy. Managed digital uploads for website and social media platforms. EDUCATION Bachelor of Science in Information Technology Tagoloan Community College, Misamis Oriental, Philippines TRAININGS AND CERTIFICATIONS Core and Administrative Staff Training - Filipino Institute Dubai (2019) AutoCAD Basic - Filipino Institute Dubai (2019) Graphic Design - Filipino Institute Dubai (2019) TOOLS AND SOFTWARES Microsoft Office Google Workspace QuickBooks TallyPrime basic AutoCAD Canva Adobe Photoshop Adobe InDesign Scheduling & administrative tools May 2016 – Jan 2019