Ruth Grace Ubaldo

RUTH GRACE D. UBALDO Professional Objective Detail-oriented and resourceful Executive Assistant seeking a remote position where I can leverage over 10 years of experience in calendar management, HR coordination, and administrative support to help executives and teams operate efficiently. Eager to contribute to a dynamic organisation with a focus on structure, responsiveness, and productivity. Career Summary Experienced Executive Assistant | Remote Administrative Support Specialist | Virtual Assistant with 10+ years of success in executive support, calendar and inbox management, HR coordination, and office administration. Proven ability to manage high-volume communications, streamline workflows, and support C-level executives remotely. Known for delivering high-quality administrative support in both fast-paced startups and government organizations. Seeking opportunities in remote EA roles, admin coordinator positions, and virtual assistant work. Core Competencies • Executive Assistance & Calendar Management • Inbox Management (High Volume) • HR Support & Recruitment Coordination • Digital Recordkeeping & File Management • Procurement & Vendor Relations • Government & Compliance Reporting • Project & Event Coordination • Tools: MS Office, Google Workspace, Microsoft 365, Zoho Recruit, LinkedIn, ChatGPT, Canva Professional Experience Executive Assistant (Independent Contractor/Freelancer) Bookkeeping Company – Australia (Remote) Feb 2024 – Present • • • Streamlined calendar and inbox workflows for the Principal Director by managing 4 calendars and 8 inboxes, including one receiving over 300 emails daily. Improved response times and productivity by categorising, prioritising, and flagging key correspondence. Supported product and supplier research projects, contributing to strategic decision-making. Tools: MS Teams, MS Office, Microsoft 365, ChatGPT, Whatsapp Page 1 of 3 Administrative Assistant (Remote) 365Bookspro, Inc. – Mandaluyong City, PH and Maryland, USA Mar 2023 – Aug 2023 • • • • • • Reduced procurement costs by 15% through strategic local vendor negotiation and resource sourcing. Supported recruitment, including screening resumes and coordinating interviews using Zoho Recruit, LinkedIn and Indeed. Optimised CEO (US-based) calendar and HR inbox, ensuring no meeting conflicts or missed deadlines. Prepared and distributed internal HR memos, maintaining confidentiality and compliance. Digitised and streamlined company records, improving document retrieval speed. Took charge in the email communication between foreign clients and local employees. Tools: Google Workspace, MS Teams, Zoho Recruit, ChatGPT, MS365 Admin Assistant II / Personnel Officer Department of Education – Division of Pasig City, PH Jan 2019 – Feb 2023 • • • • Successfully transitioned 100% of HR records to digital systems, reducing retrieval time by 70%. Maintained 100% on-time submission rate for school and division reports across 4 years. Authored and implemented multiple HR SOPs and memorandums, improving internal operations. Organised school-wide training events, impacting over 200 staff. Tools: MS Office, Zoom, Google Workspace, GMIS, Canva Admin Officer / Executive Assistant Global Filipino Movement Foundation Inc. – Mandaluyong City, PH Dec 2015 – Jan 2019 • • • • • Resolved long-standing SEC/BIR registration backlogs, restoring organisational compliance. Redesigned procurement process, resulting in annual savings of over 10% on operational costs. Managed calendar and correspondence for the Director, ensuring timely board meetings and event schedules. Prepared complete board meeting packages, improving communication with stakeholders. Led training events and managed inter-departmental coordination for program rollouts. Tools: MS Office, Google Workspace Page 2 of 3 Administrative Assistant II (OJT to Regular Staff) AFP Reserve Command – Quezon City, PH Feb 2014 – Feb 2015 • • • Managed reservist recruitment applications, from screening to onboarding. Created and formatted official correspondence, ensuring consistency and accuracy. Supported coordination of military events and trainings, assisting over 1,000 reservists. Administrative Head / Secretary Delloro Espino & Saulog Law Offices – Pasig City, PH Jul 2009 – Apr 2012 • • • • Formed business entities for foreign clients, managing SEC, BOI, BIR, and LGU documentation. Maintained calendars for 5 lawyers, ensuring efficient scheduling of meetings and court appearances. Led accounts receivable efforts, improving collections by 20% in 12 months. Trained and supervised administrative staff, ensuring high service standards. HR Staff Global Restaurant Concepts Inc. – California Pizza Kitchen – Pasig City, PH May 2008 – Dec 2008 • • • Recruited for 8 restaurant branches, processing applications and onboarding over 50 staff. Managed internship programs, liaising with partner universities and coordinating training. Organised company outreach events, promoting employee engagement and CSR. Volunteer Trainer True Love Waits Philippines – Pasig City, PH Aug 2012 – 2017 • • Trained youth participants through workshops and seminars on leadership and values. Organized community outreach events and logistics, collaborating with schools and local partners. Education Bachelor of Science in Psychology Far Eastern University, Manila, Philippines – 2008 Page 3 of 3