Role-aligned VA & HVA selection
Support candidate review, communication assessment, role matching, and practical evaluation for Virtual Assistant and Healthcare Virtual Assistant positions.

Open to remote opportunities with UK & Australian teams
Senior operations and cross-industry support professional helping businesses diagnose bottlenecks, build SOPs, lead teams, automate workflows, and monitor performance through decision-ready KPIs and dashboards—with hands-on capability across real estate, healthcare, executive support, customer relations, research, and digital work.
Preferred channel: Mary.SantosFA@gmail.com
For Australian & UK business owners
If you are hiring in the Philippines, I can help you identify and assess Virtual Assistants and Healthcare Virtual Assistants for role fit, then create the structure that helps them perform consistently.
Whether you lead an SME, a healthcare clinic or practice, or an established business preparing to scale, I can help you build a remote operating environment that is reliable, productive, and people-centered.
Discuss your remote team with MarySupport candidate review, communication assessment, role matching, and practical evaluation for Virtual Assistant and Healthcare Virtual Assistant positions.
Establish clear responsibilities, onboarding, communication rhythms, coaching, workload visibility, KPIs, and honest accountability so both employer and team member can succeed.
Turn distributed work into reliable execution through SOPs, dashboards, escalation paths, executive briefs, and measurable service standards.
For nonprofits, mission-led organizations, and Christian companies, I am also open to serving as a values-aligned Executive Assistant or Chief of Staff—bringing discretion, structure, follow-through, stewardship, and genuine care for the people behind the mission.
What I do
Hello, I’m Mary — an operator and cross-industry support partner
I bridge strategy and daily execution—turning scattered tasks, unclear ownership, and delayed reporting into operating rhythms that people can follow and leaders can trust.
For scaling businesses
Team leadership, workflow design, KPI ownership, service delivery, performance coaching, and operational improvement.
For healthcare providers
Meticulous virtual support for patient-facing and back-office workflows, grounded in privacy, accuracy, and compassionate communication.
For founders and executives
High-accountability support that organizes priorities, automates repeatable work, and gives leaders a concise operational picture.
For real estate professionals
Presentation-ready support for property marketing, buyer information, visual enhancement, research, databases, and client follow-through.
Career highlights
Milestones that matter
Selected outcomes from workforce management, process improvement, team leadership, and AI-assisted systems development.
operational efficiency improvement for a nonprofit foundation
technical checks passed by the Juan Save platform
barangays included in the citywide deployment pathway
of role-based access designed for accountable governance
Core competencies
A complete cross-industry professional toolkit
Mary’s operations leadership is the anchor—not the limit. These competencies combine management judgment with practical administrative, commercial, creative, and client-facing execution.
Translate business goals into plans, priorities, ownership, timelines, and reliable daily action.
Balance demand, capacity, coverage, attendance, leave, and real-time adherence across complex operations.
Document repeatable procedures, checklists, handoffs, controls, and training references.
Define useful measures, identify patterns, and turn numbers into decisions and improvement plans.
Build clear operational views that surface performance, risk, backlog, targets, and accountability.
Set expectations, coach performance, strengthen engagement, and address issues with empathy and discipline.
Protect relationships through proactive communication, service recovery, follow-up, and risk prevention.
Support privacy-aware healthcare workflows with NDIS, HIPAA, PIPEDA, and trauma-informed foundations.
Prepare property-marketing materials, organize buyer and listing information, enhance real-estate visuals, research details, and support timely client follow-up.
Coordinate priorities, calendars, documents, research, action items, correspondence, and concise executive updates with discretion.
Gather, clean, validate, organize, and maintain information so teams can work from accurate and useful records.
Support prospecting, relationship building, presentations, campaigns, customer follow-up, and opportunity tracking.
Create professional graphics, presentations, webpages, forms, and digital assets aligned with a clear audience and purpose.
Develop structured modules, onboarding references, job aids, and practical guides that make knowledge easier to apply.
Coordinate stakeholders, field activity, beneficiary records, reporting, communications, and mission-aligned digital initiatives.
Provide reliable distributed support across documentation, coordination, communication, follow-through, and performance visibility.
Core capabilities
Built for operational momentum
My work is practical by design: clear ownership, useful tools, measurable targets, and documentation that survives growth.
Talk about your operational needs ↗Map the current workflow, identify friction and redundancy, clarify dependencies, and prioritize the improvements with the highest business impact.
Turn working knowledge into repeatable standards, visual process guides, onboarding references, and quality-control checkpoints.
Define what matters, surface leading and lagging indicators, and build decision-ready views for teams and executives.
Align goals, roles, coaching, attendance, accountability, and feedback so people know what good performance looks like.
Use no-code, AI, forms, scripts, and connected data to reduce manual follow-ups, reporting effort, and preventable errors.
Keep priorities moving through schedule coordination, escalation discipline, concise briefs, action logs, and stakeholder-ready reporting.
Organize property and buyer information, prepare polished marketing presentations, enhance listing visuals, research details, and maintain dependable client follow-up.
Build and maintain accurate records, validate information, coordinate communications, and turn research into useful summaries and next actions.
Produce professional presentations, graphics, webpages, forms, and campaign materials that stay aligned with the organization’s audience and goals.
Professional resume
Career history
Mary Rubin
Senior Operations & Cross-Industry Support ProfessionalBacolod City, Western Visayas, Philippines · Remote-readyJun 2026 — Present
Canada · Remote
Creatives & Marketing Team member for a Canadian nonprofit supporting women’s mental wellbeing, healing, and personal growth through community wisdom circles, educational workshops, and connection-based programming.
Jan 2016 — Present
Philippines
Leads business operations, sales, marketing, and the design of a sustainable livelihood programme in partnership with the Bacolod City LGU, serving solo parents, PWDs, senior citizens, women, and 4Ps beneficiaries.
Oct 2007 — Jan 2026
Bacolod City
Developed and delivered ESL, Business English, and English Neutralization programmes; contributed to accreditation-ready course materials.
Mar 2025 — Jul 2025
Philippines
Guided students through study-abroad pathways, complex applications, education systems, and visa-compliance requirements.
May 2022 — Jul 2024
Negros Occidental
Coordinated field operations and developed staff reporting dashboards, HR documentation, and evaluation systems for a nonprofit serving persons with disabilities and vulnerable communities.
Dec 2010 — Jan 2020
Philippines
Led retail product distribution strategy, sales and marketing analysis, client prospecting, and action planning with delivery timelines.
Oct 2015 — Oct 2018
North America
Managed sales and marketing for Megaworld projects across North America.
Jun 2017 — Aug 2018
Philippines
Provided strategic leadership and operational oversight for a team of financial advisors, balancing sales management, recruitment, and regulatory compliance.
Dec 2016 — Jul 2017
CityMall-Mandalagan, Bacolod City
Held full P&L and operational ownership of a 16-person branch.
Mar 2007 — Oct 2010
Philippines · Remote
Provided research, recruitment, database, and administrative support using cloud-based productivity and collaboration tools.
Workforce planning & scheduling
Four distinct operating contexts, including healthcare-adjacent scheduling with external providers.
1,500 agents rostered two weeks ahead at enterprise scale
Attrition reduced from 15% to 3% through adherence, coaching, and retention leadership
16-person branch with open-to-close coverage ownership
Field and mobile worker dispatch plus clinic appointment coordination for beneficiaries with disabilities
Earlier career foundation
Shopping Center Management Corporation (SM Group of Companies)
Teleperformance Philippines
IO Asia Inc.
HSBC · Alabang
HSBC · Makati
Sykes Enterprises · Makati
Sykes Enterprises · Manila
Languages & dialects
Professional English for global employers, native Philippine-language fluency, and basic Spanish for everyday conversational exchanges.
Professional written and spoken communication for international clients, teams, training, reports, and executive support.
Native spoken and written communication.
Familiar with basic conversational phrases and everyday exchanges.
Native fluency for community, workplace, and everyday communication.
Native fluency for community, workplace, and everyday communication.
Selected systems & projects
Evidence of execution
These projects combine process design, user experience, documentation, data structure, and practical automation.
Designed a governance-led operating model and management platform for a livelihood initiative serving solo parents—covering registration, stock issuance, repayments, fund releases, forms, and leader dashboards.
An internship record platform connecting training centres, host providers, and interns through assigned work, time-based evidence, verification, and live leadership visibility.
View project ↗A mobile-friendly inspection SOP tool with guided checklists, photo documentation, progress tracking, compliance subsections, and a review that flags missing information before finalization.
View project ↗Developed a responsive wellness website, implemented navigation and links, connected Zeffy for donations and registrations, and embedded HubSpot forms for lead capture.
View project ↗A position-based field operations portal for plumbing teams. It brings enrollment, dispatch, documentation, and job completion into a structured workflow with role-specific workspaces.
A practical self-directed learning workspace covering Simpro concepts for trade-service operations, including job management, scheduling, dispatch, field workflows, and operational reporting.
Open the training guide ↗Work beyond the résumé
Open any collection in a focused pop-up. The main site stays visually consistent while each colorful body of work gets room to speak for itself.
Experience & perspective
Bringing vision to execution
Across banking, BPO, customer service, workforce management, field operations, healthcare support, and community programs, I have learned that operational excellence is never only about a process—it is about helping people execute that process well.
I take accountability, adapt quickly to company culture and systems, and work with the care I would bring to my own business. That means protecting the details while never losing sight of the larger goal.
APAC operations at HSBC, international activity across North America, and remote support experience spanning the Philippines and Canada.
Coordinated field teams and 16-person on-site operations, led BPO team leaders and agents, and scheduled approximately 1,500 people.
Open communication, observable standards, coaching, follow-through, and documented escalation when performance or service is at risk.
Nonprofit work & values alignment
Service with purpose
My nonprofit and community work combines dependable systems with compassion—helping mission-led teams organize programs, coordinate people, strengthen accountability, and serve with dignity.
Supports women’s mental wellbeing through community wisdom circles, workshops, and connection-based programming. I contribute responsive digital experiences and systems for remote work, learning, and accountability.
Visit InHER Wisdom ↗Coordinated field workers, beneficiary visits, assistive-equipment delivery, and clinic appointments. I built Google Sheets reporting dashboards for staff reporting and stakeholder visibility, and used the ready-to-use AKUBO platform for nonprofit CRM and database management.
Discuss this nonprofit work ↗Designing the operating model and governance platform for a livelihood pathway serving solo parents, PWDs, senior citizens, women, and 4Ps beneficiaries across Bacolod City.
Open the live platform ↗Preferred values alignment
I value workplaces where faith is expressed through integrity, stewardship, compassion, humility, excellence, and genuine care for people. I am also open to mission-led organizations that respect these convictions and share a commitment to meaningful service.
Bible-based mobile wallpapers, trackers, devotion-centered content, and Kingdom music created to help people stay rooted in faith and proclaim Jesus Christ as the Way, the Truth, and the Life.
Certificates, education & awards
Continuous professional development
Each credential supports the practical work: safer healthcare administration, stronger leadership, clearer reporting, and more professional client communication.
Foundational preparation for privacy-aware and compassionate healthcare administration across Australian, US, and Canadian contexts.
Leadership principles for influence, accountability, team development, service, and positive organizational change.
Applied spreadsheet capability for performance analysis, data organization, executive visibility, and operational reporting.
C2 English proficiency as measured by the EF SET English test, strengthened by visual communication and presentation design capability.
De La Salle University · 1996–2001
Recognition for service, academic achievement, leadership, and performance.
Tools I use
Tech-savvy, tool-flexible
I learn the company’s stack quickly and focus on using it well—not adding tools for their own sake.
For performance measurement, executive reporting, process control, and data-backed decisions.
For privacy-aware administration, patient and client coordination, records, and service workflows.
For scheduling, real-time adherence, contact-centre performance, coaching, and service delivery.
For reducing repetitive work, accelerating research, improving communication, and creating practical systems.
For distributed-team communication, meetings, file management, handoffs, and stakeholder coordination.
For organizing property information, building presentation-ready marketing materials, maintaining records, and supporting buyer and client communication.
For presentations, websites, employer branding, social content, audience engagement, and lead support.
Professional development
Building platform familiarity proactively so I can enter a new role ready to learn the employer’s exact workflows and standards.
Field-service operations
Actively studying job management, scheduling, dispatch, field workflows, and operational reporting for trade-service teams.
View Simpro self-study workspaceHealthcare practice management
Self-studying practice administration workflows, appointment coordination, patient records, and day-to-day clinic operations.
Learning in progressAllied health & NDIS
Self-studying allied-health and NDIS practice workflows, including scheduling, client administration, and service coordination.
Learning in progressRecommendations
What others say
Mentor testimonial“Mary is a self-starter, proactive, and produces accurate and timely deliverables. She has a positive outlook in life and is a team player. She is dedicated to her craft and is truly an asset to my team.”
Client testimonial“Mary has a personality that is good for marketing and sales. Her faculty for building relationships that matter with people makes her suitable for this line of endeavor.”
Client testimonial“Mary is hardworking, fun to work with, reliable, and always willing to learn and improve her skills. She is—and will be—a great addition to the team or company she works with.”
Client testimonial“Mary is a hardworking, loving mother who is willing to go over and beyond what is required of her job. She will support the goals and purpose of the company she works for. She completed her academic studies with high honors and achievements—an asset you can be proud of.”
Internal client testimonial“Boss Mary is a good mentor. She is very passionate and caring toward her subordinates and always encourages us to do well and strive for the best. When she sees potential in you, she will push you to your limits until you succeed. She is detail-oriented and hardworking.”
Internal client testimonial“I worked with Rubin, as we called her, when I was still learning the ropes in the BPO world. She is very helpful and fun to work with. She does not mind going out of her way to make sure things are done as they should be and to help others along the way.”
Internal client testimonial“Mary ‘Dolly’ Rubin is a valuable asset to have in any team or company. She is thorough, hardworking, and very smart. Even when swamped with her own tasks, she takes time to help her colleagues. Furthermore, Dolly has a high sense of integrity and fairness. Even if it means admitting she is wrong, she does so because she knows it is the right thing to do.”
Start a purposeful conversation
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