Mina Osta

Manages the complex calendar schedule of the President Books meetings in partnership with Exec Assistant of other Executives Makes changes to schedules based on importance of meetings

Executive Assistant (CEO/President) - Coco-Cola Europacific Partners Services Inc. (BPO)

(2025-01)

• Manages the complex calendar schedule of the President
• Books meetings in partnership with Exec Assistant of other Executives
• Makes changes to schedules based on importance of meetings
• Provides options to various parties on new meeting schedules
• Ensures calendar is always updated with changes
• Manages leadership meeting schedules and documentation
• Puts together the agenda for regular leadership meetings by coordinating with meeting attendees on topics
• Prepares the meeting materials prior to the meeting
• Prepares minutes of the meetings and circulates this to the attendees for validation
• Tracks open action items from meetings by chasing action owners and updates the tracker
• Follows up various parties for requirements / work deliverables needed by the President
• Prepares reports, presentation materials and keeps record of important documents
• Makes travel arrangements for the Senior Leadership Team
• Books flights and accommodation
• Coordinates requirements for visas
• Creates itinerary schedule
• Processes travel allowance
• Prepares expense reports
• Organizes internal and external events hosted by the President (townhall, industry conference / forums, regional/ global executive visits, lunches / dinners, etc)
• Finalizes the participant list, sends out invitations and confirms attendance
• Books venue, ensures correct venue set up and working condition of audio an IT systems
• Prepares presentation decks if required
• Takes charge of food requirement
• Coordinates with Facilities and Safety officer on required logistics for executive visits
• Coordinates with external industry organizations on the company's membership requirements and events requiring the attendance of the President
• Manages the inventory and replenishment of office supplies
• Participates in the planning and implementation company-wide initiatives and programs
• Leads special projects assigned by the President and reports progress

Executive Assistant (CEO/President) - Pioneer Adhesives Inc. (Manufacturing Company)

(2019-05 - 2025-12)

• Customer Service Oriented
• Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements
• Act as a liaison between executives and internal/external stakeholders, maintaining professionalism and confidentiality
• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items
• Arrange logistics for conferences, events, and other corporate meetings
• Maintain and organize files, records, and documents in an orderly and easily accessible manner
• Ensure compliance with company policies and legal requirements regarding document retention and confidentiality
• Plan and book domestic and international travel, including flights, accommodations, and itineraries
• Prepare travel expense reports and ensure timely reimbursement processing
• Handle sensitive and confidential information with the utmost discretion and professionalism
• Ensure that all executive communications and documents are secure and appropriately managed
• Provide personal support to the CEO, including managing ad hoc assignments and confidential personal matters with discretion

Executive Assistant (Country Head) - Nippon Paint (Coatings) Phil., Inc. (Manufacturing Company)

(2014-02 - 2019-04)

• Customer Service Oriented
• Supervise junior administrative staff or office assistants, delegating tasks as necessary
• Ensure the smooth operation of office equipment and order supplies when needed
• Handle reimbursements and petty cash transactions for executives
• Coordinate across departments (e.g., HR, Finance, Marketing) to ensure the executive receives updated information on ongoing projects
• Facilitate communication between executives and mid-level management
• Serve as a point of contact for business partners, on behalf of the executive
• Handle incoming inquiries, requests for meetings, and scheduling business reviews
• Strategically manage the executive's time, flagging high-priority tasks and ensuring timely follow-through
• Coordinate high-level visits from regional or global headquarters (e.g., Japanese, Malaysian, or Singaporean delegates in Nippon Paint Group)
• Prepare welcome kits, briefings, and logistical arrangements for visitors
• Conduct sensitive market, competitor, or industry research at the executive's request
• Summarize reports or news briefs into actionable memos

New Accounts Clerk - Rizal Commercial Banking Corporation

(2004-09 - 2012-05)

• Efficiently process the opening of new accounts for both new and existing clients, ensuring all necessary documentation is complete and accurate
• Handle account-related requests such as updates to personal information, account closures, and reactivation of dormant accounts
• Perform Know Your Customer (KYC) procedures to verify the identity of clients, adhering to Anti-Money Laundering (AML) regulations and internal policies
• Ensure that all required documents are collected, properly filled out, and comply with regulatory standards before processing
• Customer Service Oriented
• Provide assistance to clients in understanding account features, benefits, and requirements
• Address and resolve any concerns or issues clients may have regarding their accounts in a timely and professional manner
• Accurately input client information into the bank's system, ensuring data integrity and confidentiality
• Maintain organized records of all account opening and maintenance activities for auditing and compliance purposes
• Stay informed about the bank's products and services to effectively communicate their benefits to clients
• Identify opportunities to cross-sell additional banking products that meet the client's needs
• Generate and submit reports on account openings, closures, and other related activities as required by management
• Ensure all client documents are properly filed and stored in accordance with the bank's policies
• Follow all internal policies, procedures, and regulatory requirements related to account opening and maintenance
• Assist in internal and external audits by providing necessary documentation and information

Bachelor of Science - Commerce Major in Marketing - University of Immaculate Conception, Davao City (2003-03)

Secondary - University of Immaculate Conception, Davao City (1996-03)

Elementary - Immaculate Conception College, Davao City (1992-03)