Aileen Catipon

Manage the daily operations of both the family office and the VVIP villa, making sure everything runs smoothly and efficiently. Supervise staff, handle HR tasks, travel bookings, budgeting, vendor coordination, and both office and household petty cash. Oversee maintenance, events, and daily needs, always ensuring that things are organized and well taken care of. Trusted for being hands-on, reliable, and discreet, with a reputation for keeping both the office and home running seamlessly.

Office Management:

• Oversee and manage the daily operations of the regional office, ensuring smooth workflow, organized systems, and efficient communication across departments.
• Serve as the key point of contact between management, staff, clients, and vendors, maintaining professionalism and strong working relationships at all levels.
• Coordinate complex travel itineraries and schedules for the General Manager and Area Managers, often handling last-minute changes and ensuring seamless logistics.
• Manage budgets, office expenses, and vendor payments with full accountability and cost-awareness.
• Supervise administrative procedures, HR documentation, leave management, and onboarding for new hires to ensure compliance and consistency.
• Support company events, conferences, and marketing initiatives by handling end-to-end logistics — from vendor sourcing and negotiations to setup and follow-up.
• Maintain confidentiality on all management matters and ensure the highest level of discretion in all communications and documentation.

Household & Estate Management:

• Oversee the daily operations of a VVIP family villa, ensuring the residence runs smoothly and efficiently at all times.
• Supervise and mentor household staff — including drivers, caretakers, and housekeepers — by setting schedules, delegating duties, and maintaining discipline and teamwork.
• Conduct regular walk-throughs of the property to check cleanliness, functionality, and presentation, addressing any maintenance issues immediately.
• Coordinate with trusted contractors and service providers for maintenance, renovation, landscaping, and technical issues, ensuring high-quality work and timely completion.
• Act as the family’s main point of contact for any household requirements, handling requests with speed, discretion, and personal attention.
• Oversee inventory and supplies, ensuring all household needs — from utilities to daily essentials — are monitored and replenished as needed.
• Organize and prepare for family visits, gatherings, and special occasions, managing logistics, catering, decorations, and staffing.
• Handle recruitment and training for new household staff, ensuring proper onboarding, grooming standards, and task readiness.
• Support family members with travel bookings, hotel arrangements, and personal errands when needed.
• Trusted for handling confidential family matters and maintaining absolute discretion in all aspects of work.

Acted as the main point of contact between the General Manager, Area Managers, clients, and vendors, ensuring smooth communication, efficient scheduling, and seamless operations. Managed executive calendars, coordinated complex travel arrangements, and handled confidential correspondence. Oversaw vendor relations, contract negotiations, and HR administrative functions, including employee records and leave management. Supported financial reporting and expense tracking in coordination with the Finance team. Assisted Area Managers with sales and performance reporting, and collaborated with the Regional Marketing Manager to organize events, source vendors, and manage end-to-end logistics.

▪ Receive and screen phone calls and emails, responding to all inquiries professionally and redirecting them as needed.
▪ Manage the calendars of the General Manager and Area Managers, scheduling meetings, appointments, and travel to ensure efficient time management.
▪ Arrange complex travel itineraries, including flights, accommodations, ground transport, and visa processing—anticipating needs to ensure smooth travel experiences.
▪ Handle contract and price negotiations with office vendors, service providers, and for office lease renewals.
▪ Support the General Manager in HR functions, including managing HRIS records, maintaining up-to-date employee files, and overseeing leave requests, approvals, and related documentation.
▪ Manage expense reports and reimbursements for the General Manager and Area Managers in coordination with the Finance Officer, ensuring compliance with company policies and budget limits.
▪ Provide executive support to Area Managers by compiling sales and stock data, preparing performance reports, and analyzing metrics from regional partners.
▪ Assist the Regional Marketing Manager in event planning—researching vendors for best-value quotations, coordinating logistics, registrations, and attendee communications.
▪ Proofread all outgoing correspondence and documents before submission to the General Manager for final approval.
▪ Perform other tasks as assigned by the General Manager and Area Managers.

Assisted the Senior Business Development Manager by managing daily tasks, including communicating on her behalf via telephone, correspondence letters, email, and face-to-face interactions. Arranged meetings/appointments, prepared proposals and presentations, and supervised junior staff within the department. Managed a small team by assigning individual tasks, ensuring timely completion, and providing oversight. Created and maintained a comprehensive database of all research and contacts within the CRM system.

▪ Provide full support to the Senior Business Development Manager, assisting in daily operations such as handling correspondence, phone and email communication, scheduling meetings and appointments, preparing proposals and presentations, arranging travel, and overseeing the work of junior staff within the department.
▪ Supervise a small team by delegating tasks, monitoring progress, and ensuring timely completion of all deliverables.
▪ Recruit and train new employees, ensuring smooth onboarding and alignment with departmental objectives.
▪ Maintain and update the CRM database with all research findings, client information, and business contacts.
▪ Plan and coordinate meetings, trade shows, and promotional events by identifying requirements, establishing contacts, and managing logistics and schedules.
▪ Prepare, attend, and host client events, exhibitions, and networking opportunities to promote business growth and strengthen relationships.
▪ Implement marketing and advertising campaigns by analyzing sales forecasts, preparing marketing plans and presentations, and maintaining updated activity calendars.
▪ Prepare marketing reports by collecting, analyzing, and summarizing sales data and performance results.
▪ Coordinate with the graphics department to maintain adequate promotional material inventory and ensure timely ordering and distribution.
▪ Conduct research through various sources (websites, directories, referrals, and publications) to identify and qualify new sales leads.
▪ Collaborate closely with the Export Promotions Team on incoming and potential new business opportunities.
▪ Attend client meetings and presentations to build relationships, secure new business, and encourage repeat clients.
▪ Track product line sales and costs by analyzing data related to sales, expenses, and new business development.

Supervised the reception area, ensuring a warm welcome to visitors and addressing inquiries via telephone or in person. Created internal documents such as invoices and internal purchase orders. Supported human resources operations by meticulously managing records and information. Prepared and monitored payables and receivables from clients and suppliers. Secured over-flight and landing clearances globally, adhering to specified time constraints. Administered hotel bookings worldwide for both crew and passengers using the GALILEO System. Assisted in coordinating day-to-day flight operations, ensuring compliance with Federal/company regulations.

▪ Develop meeting agendas, prepare necessary materials, and oversee post-meeting follow-ups for both internal meetings and team conferences.
▪ Create internal documents such as invoices, purchase orders, and goods receipt vouchers for items received from suppliers.
▪ Manage all incoming and outgoing correspondence, ensuring timely distribution within the organization.
▪ Handle courier deliveries and mail packages, forwarding them promptly to designated staff.
▪ Compose business letters, reports, and office memoranda as required by management.
▪ Prepare and monitor payables and receivables from clients and suppliers, maintaining accurate financial records.
▪ Assist in coordinating daily flight operations while ensuring compliance with company and aviation regulations.
▪ Secure overflight and landing clearances globally within tight deadlines.
▪ Communicate directly with Civil Aviation Authorities to obtain timely approvals for chartered, private, and commercial flights.
▪ Plan and process client requests in accordance with company policies and statutory requirements.
▪ Respond efficiently to client and flight crew requests, providing suitable options to meet operational needs.
▪ Coordinate worldwide hotel bookings and transportation for crew and passengers using the GALILEO System.
▪ Track the locations of crew members and aircraft to support operational planning.
▪ Liaise with agencies to fulfill crew requirements for accommodation, refueling, ground transport, and aircraft maintenance.
▪ Perform additional administrative or operational duties as assigned.

▪ Oversee and manage daily operations in the control office, handling telephone and radio calls, faxes, emails, and other communications.
▪ Address and resolve customer inquiries from major airlines and private flight handling agents for VIP flights.
▪ Interpret and prioritize flight catering orders, ensuring urgent and last-minute requests are handled promptly.
▪ Utilize ERP systems (Citrix and JD Edwards) and manual order forms to create, generate, and input passenger (PAX) figures into Flight Catering Orders (FCO).
▪ Disseminate information through email, fax, phone, and public paging systems, maintaining accurate hard and soft copy records for relevant departments.
▪ Receive and process operational data from internal and external sources, including AMOS, faxes, telexes, and emails, related to airline meal requests.
▪ Manage VIP catering orders by coordinating with Production, Stores, Menu Development, Supply Chain, and other EKFC departments to ensure quality and timely service.
▪ Support the Duty Officer in monitoring and updating flight information, including arrivals, departures, cancellations, catering load revisions, and delays.