Aylah Vicoy

Office Manager & Executive Assistant with over 13 years of progressive experience providing high-level support to C-suite executives in complex, fast-paced, and highly regulated environments. Expert in managing end-to-end executive operations, including complex diary and travel management, board and committee support, governance documentation, and confidential stakeholder communications. With exceptional discretion, sound judgment, and the ability to anticipate leadership priorities before issues arise.

Adept at acting as a strategic liaison between executives and internal/external stakeholders, enabling leaders to focus on decision-making and business growth. Highly organized, detail-driven, and resilient under pressure, with a proven ability to manage competing priorities, sensitive information, and executive workflows with precision and professionalism.

Office Manager / Executive Assistant at RGA Reinsurance Company Middle East Limited (2020-03 – Present)

• Serve as Secretary to the Managing Director, providing comprehensive administrative and confidential support, including meticulous management of complex calendars, priorities, correspondence, and communications across multiple time zones.
• Coordinate board meetings, executive visits, and senior leadership events—handling venues, materials, logistics, and post-event reporting
• Prepare presentations, agenda for the Board Meetings, and confidential documentation for leadership review
• Manage the Managing Director's expense claims and medical reimbursement submissions, ensuring timely processing, complete documentation, policy compliance, and coordination with HR and Finance for prompt settlement.
• Manage end-to-end international travel for executive flights, accommodation, visas, ground transport, and detailed itineraries
• Process invoices, track expenses, and manage procurement through Coupa
• Lead onboarding and offboarding logistics—coordinating with HR, IT, and administration for seamless transitions
• Organize corporate events, CSR initiatives, team gatherings, and VIP dinners, overseeing end-to-end planning, vendor coordination, budget management, execution, and post-event reporting.
• Strengthen coordination between Dubai and EMEA regional marketing teams
• Manage DFSA/DIFC portal submissions including authorized individual changes, audit documentation, and license renewals
• Draft and coordinate reinsurance agreements in line with approved commercial terms, liaising with internal stakeholders to facilitate review, approvals, and timely sign-off.
• Lead business continuity and crisis management planning (SCMT/BCP), including evacuation protocols, staff communication, and emergency readiness
• Oversee daily office operations, ensuring alignment with corporate, regional, and regulatory policies
• Manage office leases, insurance renewals, and vendor contracts through Coupa and internal systems

Administrative Assistant at RGA Reinsurance Company Middle East Limited (2015-01 – 2020-02)

Administrative Executive at Ciel Pte Ltd (2012-11 – 2014-10)

• Managed renovation of two retail outlets (Heeren & Robinsons Jurong East)—completed on time and within budget
• Implemented integrated inventory and POS system, improving supply accuracy across 8 branches
• Led recruitment, onboarding, and daily supervision for Spa Department staff
• Handled B2B correspondence, invoicing, order-to-delivery processing, and corporate account management

Support Executive at Zapper Services Pte Ltd (2012-01 – 2012-11)

Delivered customer and technical support for Payroll and HRIS systems, ensuring timely incident resolution and documentation

Customer Service & Online Sales Representative at LWS MEDIA (2011-01 – 2012-01)

Supported inbound North American customers, achieving top-tier sales conversion and customer satisfaction KPIs

Customer Service Representative (Vonage Account) at Stream Global Solutions Inc (Formerly eTelecare) (2010-08 – 2010-12)

Handled billing, account inquiries, and rate plan changes in a high-volume call center environment

On-The-Job Trainee – HR Recruitment (2008-04 – 2008-06)

Conducted initial interviews and facility tours for newly hired staff

Bachelor of Science in Information Technology Major in Business Software Development – Mindanao State University (2010)