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Administrative Assistant Executive

Location:
Vaughan, Ontario, Canada
Posted:
January 12, 2018

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Resume:

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R E S U M E

SANDRA MONTEIRO

** ***** ****., *********, ** L4J 5Z7

H 905-***-**** or C 647-***-****

ac30ht@r.postjobfree.com

PROFILE

Sorbara Group of Companies– Executive Administrative Assistant and relief Receptionist, with +25 years experience working with the VP of Land Development and also Director of Low Rise Construction in a high traffic, deadline driven environment of a home building head office.

Knowledgeable in computer programs of Word, Excel and Outlook

Electronic faxing, emailing, mail distribution and filing

Helped out at switchboard as relief receptionist, answering incoming calls and redirected calls to appropriate staff

Arranged for outgoing Courier parcels and signed in Courier parcels and made sure they were given to appropriate staff, as indicated

Meeting organization with internal office staff and/or external companies

Travel arrangements for Vice President and Directors

Controlled Milage and Expense Records

Proficient in office safety procedures

WORK EXPERIENCE

Executive Assistant to Director of Low Rise Construction 2013-2016

+ Receptionist - Switchboard (relief)

Sorbara Group of Companies

3700 Steeles Avenue West, Ste.800, Vaughan, ON L4L8M9

Managed and kept track of field staff company gas credit cards

Managed and kept track of field staff company Labour Supply credit cards

Assisted Low Rise Construction Managers with PDI letters

Communicated with home purchasers to arrange PDI meeting dates

Assisted Marketing Director with Sales Office Openings

Assisted in printing, photocopying of Agreements of Purchase and Sale prior to Sales Openings

Distribution of AP&S to staff, lawyer, purchasers and sales office staff

Attended Sales Openings and was available at Openings on the weekends to assist sales agents (photocopying, distribution of floor plan handouts) and greeted potential purchasers

Kept track on a monthly basis of Low Rise Staff cellular phone usage

Kept track of monthly 407 expenses on Excel spreadsheet by employee

Active member of the company Health & Safety Committee RESUME of SANDRA MONTEIRO

Page 2 of 3

Switchboard relief – answered incoming calls for company and redirected calls to staff

(50 employee switchboard)

Arranged for courier pick-ups from reception area.

Accepted and signed in Courier parcels/envelopes and distributed them to the appropriate staff member.

Coffee and beverage handling for meetings; plus, organized and ordered food for meeting lunches, as necessary

Kept boardrooms tidy and organized when department staff used

Booked staff for any necessary seminars and courses (5 staff, 4-6 seminars per year)

Took bi-weekly meeting minutes and transcribed notes/minutes into Word documents

Controlled department staff (12-15 employees) attendance

Controlled monthly milage records and expense reports for department staff

Fluent in Word, Excel and Outlook

Ordered office supplies on a monthly basis for internal staff of 10; plus for on-site staff of 6

Managed VP and Managers (6 managers) Outlook calendars related to meeting organization and daily management of schedules

Administrative Assistant to VP of Land Development 1988-2013

+ Receptionist - Switchboard (relief)

Sorbara Group – Landtactix Inc.

3700 Steeles Avenue West, Ste.800, Vaughan, ON L4L8M9

Helped VP of Land Development with business travel arrangements, including flight bookings and hotel bookings through travel agencies; 2 business trips a year

Controlled department staff (10 employees) attendance

Switchboard relief – answered incoming calls for company and redirected calls to staff

(50 employee switchboard)

Arranged for courier pick-ups from reception area.

Accepted and signed in Courier parcels/envelopes and distributed them to the appropriate staff member.

Coffee and beverage handling for meetings; plus, organized and ordered food for meeting lunches, as necessary

Kept boardrooms tidy and organized when department staff used

Re-routed incoming electronic faxes to appropriate staff in Land Development and Low Rise Housing team

Used photocopier and scanners when necessary

Used Cyrloc Binding machine for Reports and Presentations

Transcribed letters and memo to Word documents, as per notes from VP and Managers

Controlled monthly milage records and expense reports for department staff

Kept consultant invoice records and budgets on Excel files

Communicated with accounts payable department regarding expediting payment of invoices to consultants

3

RESUME of SANDRA MONTEIRO

Page 3 of 3

Active member of the company Social Committee – arranged company functions at Christmas and Summer; plus various special occasions throughout the year (i.e. staff birthday cards, valentine, Easter and Thanksgiving lunches)

Active member of the company Health & Safety Committee – quarterly meeting organization and responsible for quarterly minute composition and distribution

Managed VP and Managers Outlook calendars related to meeting organization and daily management of schedules

EDUCATION

Ontario College of Applied Arts – Executive Assistant Diploma 1986 Humber College – Rexdale, ON

CERTIFICATIONS

WHMIS

Emergency & First Aid

COMPUTER KNOWLEDGE

Microsoft Office - Word 2007, Excel 2007, Outlook

References available, under separate cover



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