Mary Joy Guinto Tongol

About Mary

Need someone you can trust to keep your business organized, your schedule on track, and your daily operations running smoothly? I’m an Executive Assistant and Administrative VA with 4+ years of professional experience supporting senior executives, managing high-volume administrative work, coordinating operations, and handling confidential information. I also run my own small business, giving me hands-on experience with customer communication, task management, online business operations, and taking projects from planning to execution. What I Can Help With • Executive & Administrative Support • Calendar & Schedule Management • Email & Correspondence Management • Meeting & Appointment Coordination • Research & Information Gathering • Document Preparation & Formatting • Reports, Presentations & Data Management • File & Records Management • Project & Task Coordination • CRM & Data Management • SOP & Workflow Documentation • Client & Stakeholder Communication • Business Page & Online Presence Support • AI-Assisted Administrative Workflows Why Work With Me? In my previous role with the Bureau of Jail Management and Penology, I supported senior executives while managing time-sensitive communications, reports, meetings, records, and coordination requirements. I handled approximately 70–100 emails and official communications per day and coordinated around 40 meetings, trainings, inspections, and related activities per month. This experience strengthened my ability to manage multiple priorities, meet deadlines, maintain accuracy, handle confidential information, and work independently with minimal supervision. As a small business owner, I also understand the business-owner perspective. I know the importance of responsiveness, organization, customer experience, consistency, and follow-through—not simply completing assigned tasks. Tools Google Workspace | Microsoft 365 | Excel | Outlook | Slack | Teams | Zoom | Asana | Trello | Notion | Canva | ChatGPT I’m continuously developing my skills in AI tools, CRM systems, automation, and modern remote-work technologies to help businesses improve productivity and efficiency. My goal isn’t simply to complete tasks. I want to be the reliable right hand you can trust to keep your business organized, your information under control, and your daily operations moving forward. If you’re looking for a dependable, detail-oriented, proactive, and business-minded Virtual Assistant, I’d be happy to support you.

Skills

Experience

• Provided direct executive and administrative support to the Senior Officer, managing approximately 10 appointments and meetings weekly using Google Calendar, Microsoft Outlook, Microsoft Teams, and Zoom, while coordinating schedules with internal and external stakeholders.
• Prepared approximately 20 reports daily, consolidating operational and personnel information using Microsoft Excel, Google Sheets, Microsoft Word, and Google Docs for management review and decision-making.
• Coordinated approximately 20 meetings and activities weekly, using Google Calendar, Microsoft Outlook, Microsoft Teams, Zoom, and Microsoft Excel to manage schedules, documentation, participant coordination, and follow-up requirements.
• Managed confidential personnel records for approximately 120 personnel, using Microsoft Excel, Google Drive, Google Sheets, Microsoft Word, and structured digital/physical filing systems to maintain accurate documentation and organized records.
• Coordinated with approximately 5 external stakeholders weekly through Microsoft Outlook, Gmail, Microsoft Teams, Zoom, and Microsoft Word, facilitating meetings, training programs, operational activities, and administrative requirements.
• Prepared approximately 100 documents and official communications weekly, including memoranda, reports, correspondence, presentations, and administrative documents using Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Google Docs, and Google Slides.
• Tracked executive and administrative requirements across multiple offices using Microsoft Excel, Google Sheets, Google Drive, Microsoft Outlook, and task-tracking tools, following up on deadlines, action items, and pending documents to support timely completion.
• Supported 5 senior government executives with daily administrative, scheduling, correspondence, reporting, and operational requirements across the Regional Operations Division using Microsoft Outlook, Google Workspace, Microsoft Word, Excel, PowerPoint, Teams, and Zoom.
• Triaged and managed 70–100 official communications daily, using Microsoft Outlook, Gmail, Microsoft Word, Excel, and Google Drive to ensure timely routing, documentation, tracking, and follow-up across 37 offices.
• Coordinated approximately 40 meetings, trainings, and inspections monthly, using Google Calendar, Microsoft Outlook, Microsoft Teams, Zoom, Excel, and PowerPoint to manage schedules, documentation, participant coordination, presentations, and logistical requirements.
• Served as secretariat for 6 committees, using Microsoft Word, Excel, PowerPoint, Outlook, Google Docs, and Google Drive to prepare meeting documentation, record action items, organize files, and coordinate follow-ups with concerned offices.
• Prepared approximately 10 operational reports daily, using Microsoft Excel, Word, Google Sheets, and Google Docs to consolidate information, organize data, and provide timely updates for executive and management review.
• Maintained 1,000+ employee and operational files, using Microsoft Excel, Google Drive, Google Sheets, Microsoft Word, and structured digital and physical filing systems to ensure accurate, organized, accessible, and confidential records.
• Coordinated with approximately 10 LGUs and multiple government agencies using Microsoft Outlook, Gmail, Microsoft Teams, Zoom, Word, and Excel to facilitate programs, meetings, operational activities, and stakeholder requirements.
• Supported ISO, PRIME-HRM, and SPMS documentation requirements, using Microsoft Word, Excel, PowerPoint, Google Drive, and Google Workspace to maintain records, organize compliance documentation, track requirements, and support timely submission.