Office Manager Executive Support

Sandra Malakpour

** ****** *****, ******** ****, ON, L4E 4W7 E: ad5sc8@r.postjobfree.com Ph: 647-***-**** Page 1

Professional Summary

Efficient and reliable Administrative professional with 10 + years Administrative and Executive support experience. Seeking a position in a team-oriented and collaborative work environment, where I can utilize my skills to help achieve the objectives of the organization.

Career Experience

Yep Ads, Creative Clicks, Markham, ON

March 2022-present

Office Manager

Plan, organize, and evaluate the operations of the department providing administrative services between the Toronto and global office

Coordinate international conferences and trade shows, manage all related logistics and budgeting

Report office progress to HR and work with them to maintain office operations and procedures

Book hotel, flight and transportation for all staff including global employees

Take lead on special projects, planning global meet ups, large company social events and marketing initiatives

Create and circulate weekly office schedule

Manage corporate credit cards and expediting the expense reporting process for the accounting team, including credit card reconciliation

Create a safe working environment for all team members. Maintain a clean and organized office, replenish kitchen and order supplies

York Region Children’s Aid Society, Newmarket, ON

November 2021- March 2022

Temporary Receptionist

Maintained responsibility for all reception functions daily; responds in a professional manner to all incoming clients, community professionals, foster parents, lay persons, volunteers, etc. and promptly notifies appropriate Society staff of their arrival or re directions to back-up staff

Maintained responsibility for all switchboard functions daily; responds in a professional manner to all incoming calls from clients, community professionals, foster parents, lay persons, volunteers, etc. and promptly directs these to appropriate agency staff

Maintained a daily log sheet at Switchboard indicating the whereabouts of agency staff

Ensured that the switchboard is forwarded to the answering service at the conclusion of each working day

Checked the external mailbox daily and ensures mail is retrieved and appropriately forwarded

Arranged for courier pick-up when necessary, ensures sufficient postage is available to process Society mail and processes and stamps outgoing mail on a daily basis

Typed non-confidential material and proofreads completed secretarial work as requested and assists secretarial staff with clerical duties as required

Checked newspapers on a daily basis clipping articles that pertain to the Society and maintains a separate and complete file of these articles

Sandra Malakpour

22 Hubner Drive, Richmond Hill, ON, L4E 4W7 E: ad5sc8@r.postjobfree.com Ph: 647-***-**** Page 2

Coordinated room bookings for Society staff and faxing of outgoing material, and in the distribution of incoming faxes

Trained internal and contracted back-up staff regarding the duties and responsibilities associated with reception/switchboard

Kept Inventory and Tracking of PPE supplies

Electronic file and database management for HR Department CDI College, North York, ON

January 2021-August 2021

Administrative Assistant

Provided administrative support to ensure the effective and efficient maintenance of campus operations

Communicated and coordinated work between departments and outside sources

Provided routine information related to the College’s programs, functions and events, departmental activities and/or general College procedures and policies

Assisted with the planning and running of campus events, such as Orientation

Duties related to other departments of the designated campus to ensure efficient operations. This includes assisting the departmental programs provided by the designated campus, Student Services, Finance, Admissions, and other departments as assigned

Evergreen Pacific Insurance Corporation, North York, ON Division: BuyWell Corp.

2018- 2019

Executive Assistant/Office Manager

Calendar management for the President & CEO

Scheduled meetings, conference calls, including foreseeing conflicts and developing solutions

Arranged travel for the Executive team; booked flights, transportation and made hotel accommodations

Drafted documents and correspondence, including letters, memorandums and announcements

Prepared presentations and documentations for meetings

Submitted monthly expense reports for the President

Tracked and submitted receipts/ invoices for the accounting department

Took detailed notes at meetings and communicated necessary information quickly and accurately

Planned special projects, conferences and events

Liaised with other organizations and associations on behalf of the Executives

Handled all confidential business matters as assigned, including personal errands for the President

Assisted with space planning for the new office; ordered workstations, supplies, computers/laptops, etc.

Assisted with on boarding of new hires, including setting up user emails and arranging IT support requirements

Communicated with building management on required Landlord work requests and service needs Sandra Malakpour

22 Hubner Drive, Richmond Hill, ON, L4E 4W7 E: ad5sc8@r.postjobfree.com Ph: 647-***-**** Page 3

CleanRiver Recycling Solutions, Aurora, ON

2017- 2018

Executive Assistant/Office Manager

Gatekeeper to the CEO, screening all external and internal inquires

Organized and prioritized the CEO's and President's mail and appointments

Responsible for calendar management for Sr. Management

Coordinated travel for Senior Management and the sales team

Booked trade shows and conferences for Sr. Management

Organized and coordinated all meetings as required

Prepared meeting agendas and required materials

Typed meeting minutes and distributed it to members of the team

Posted various announcements as requested

Assisted in the preparation of business and sales presentations (text and electronic presentations)

Prepared internal letters, faxes, memos, and group e-mails

Performed personal and business errands for the CEO and President

Ordered supplies for the office and kitchen to ensure a seamless workflow

Developed and maintained an efficient, current file and record management system both for electronic and paper

Provided general Accounting support, planning and budgeting, retrieved documents and assisted with financial reconciliations

Mundo Media Ltd., Richmond Hill, ON

2011- 2017

Executive Assistant/Office Manager

Supported a group of 6-8 Sr. Managers, including the CEO, COO and CTO

Received and greeted visitors, answered and directed phone calls, sorted and distributed mail

Coordinated couriers and mailings with various service providers

Ordered weekly groceries and Friday lunches for the office

Worked closely with building management to activate/deactivate employee building access cards

Collaborated with Tech and HR to program employee key cards and help set up work stations for new hires

Prioritized the Executives daily activities and provided briefings and/or updates

Managed and maintained multiple calendars, scheduled meetings and appointments

Booked town hall meetings, including catering and audio visuals

Arranged board meetings and management meetings

Arranged International and local conference calls, including video conferencing

Responded to phone calls and urgent email inquiries on behalf of Sr. Management and CEO

Prepared budget and financial documentation to be reviewed

Approved invoices and transactions on behalf of CEO

Coordination of International conferences & trade shows (shipped booth, ordered badges and placed show orders)

Booked travel & arranged transportation for the CEO, clients and Senior Management

Worked closely with accounting to help reconcile credit card statements and submitted expense reports

Researched for classes, workshops and seminars available for employee training and skill development Sandra Malakpour

22 Hubner Drive, Richmond Hill, ON, L4E 4W7 E: ad5sc8@r.postjobfree.com Ph: 647-***-**** Page 4

Planned company social events and team building activities

Placed orders for promotional items for giveaways at events and conferences

Completed personal errands for the CEO, including bank deposits, wire transfers

Personal shopping/gift purchases for the CEO, booked travel for family members, private reservations and managing of a personal property

Education

York University, 2005

Bachelor of Arts, Liberal Arts

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