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Sales Administrative Assistant

Toronto, Ontario, Canada
November 29, 2017

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Lily Seto

*** *** ********* ***** ****, Toronto, ON u Home 416-***-**** u

OBJECTIVE: An Administrative/ Office/Executive Assistant with over 10 years experience looking for new challenges and opportunities.


Proficient with MS Office software applications (Word, Excel, PowerPoint, and Outlook), SharePoint, Retail software: ARIA, GSI, POS, Merchant, AS400, WMS (warehouse inventory management).

Excellent time management, organizational, prioritizing when meeting critical and multi-demanding timelines

Superior interpersonal skills and exceptional written/verbal communication skills.

Sound judgment experience in dealing with confidential and sensitive issues. High level of attention to detail, accuracy and follow-ups.

Self- motivated, enthusiastic, committed, resourceful; can be counted on to get the job done.

Flexible quick learner who enjoys taking new challenges and adapts well to new situations and processes.


McGregor Industries Inc., Toronto, ON June 2016- June 2017

Executive Assistant/Sales Coordinator (contract)

Managed VP Sales calendar and supported 2 National Account Managers. Prepared and circulated agenda and materials, arranged for meeting space, prepared necessary IT resources in support of efficient and effective meetings for external stakeholders and arranging catering.

Maintained an efficient filing system to ensure correspondence, reports, presentations and other documents and materials are current and readily available.

As a team administrator, coordinated, scheduled and booked all travel, hotel and transportation arrangements for VP, National Account Managers and all Canadian Sales Reps.

Administered and managed all of VP travel and non-travel, corporate credit card expenses and reconciliation, petty cash disbursements; tracked and ensured accuracy of invoices and expense reports on a monthly basis.

Tracked all sales department employee vacation schedule/sick days.

Provide administration support for team projects and setting up Sales Department portal using SharePoint.

Composed and distributed Sales newsletter monthly, prepared presentation materials and agenda for meetings.

As key contact person for Consumer Inquiries and Donation Requests; managed and handled all incoming inquiries and requests in a prompt and professional manner and resolved customer concerns and complaints. Worked with charitable organizations, school and community projects.

Site administrator for company’s brand on Amazon on-line in maintaining all web content, set up of all merchandise data, present deals for discussion and authorization, communicate any irregularities and issues to Vendor Central and monitored website for accuracy.

Generated and updated all sales commission reports from Walmart Retail Link, Bay, Sears on a monthly basis for distribution to sales reps.

Managed, planned and organized department’s corporate events such as the Customer Appreciation Party, company’s annual Christmas party and Regional Sales meetings which include sending invitations and confirming attendance.

Honey/Chadwick, Toronto Ontario Dec 2013- May 2015

Warehouse Supervisor

Restructured and re-organized current warehouse layout to maximize space potential and re-designed work stations to better suit needs and efficiency of department.

Recognized and recommended areas of procedural improvement. Streamlined and organized administrative tasks and duties to improve daily operations and reduce unwanted expenditures.

Monitored and investigated and audited inventory and shipment variances from documentation and followed up with vendor and communicated discrepancies with Vendor within 24-48 hours for credit memos.

Ensured all unpacking and receiving paperwork and goods are thoroughly checked and any discrepancies are verified and vendors are notified immediately should shortages occur so replacement can be made.

Examined, calculated and utilized KPI’s to measure the cost associated with relabelling goods from current staff versus using a third party and its impact on other projects.

Lily Seto

Olsen Fashion Canada & USA Inc. Mississauga, Ontario Jan 2006- May 2011

Supervisor, Logistic Administration

Reported directly to Director of Logistics and worked closely with Controller and Finance department to fulfill month end reporting and reconcile perpetual data to ledger balances. Proven ability to coordinate, supervise and manage special projects while maintaining departmental daily operation.

Contributes to overall success of department in fostering teambuilding and employee engagement and involvement. Motivate staff by giving clear instructions, understanding and resources to get the job done in a timely manner. Made recommendations for improvement and provide quick resolutions for time sensitive matter.

Performed weekly cycle counts, ran outstanding transfer reporting, usage of Pivot Tables for sales reporting and inventory delivery bound schedules, auditing and reconciling for month end and year end fiscal for Controller, Finance Dep’t and Purchasing Director as part of inventory integrity.

Communicated and advised of any clearance, in-transit delays and visa-quota items to concerned parties and worked with Freight Forwarders for adherence to special requests from Purchasing and Sales Departments to expedite urgent requests to meet deadlines and ETA.

Performed investigational work in determining root causes that may result in operational delays and collaborated with IT department to resolve existing computer related issues. Examples are UPC coding and sku creation

Lead, assessed and participated in associate productivity and performance reviews, provided appropriate training and mentoring to improve associate skills and knowledge of job.


»Collaborated with Operation and Management team to implement a “Corporate Transfer/Inventory Control “policy for retail stores and DC centre to maintain inventory integrity and reduce unwanted expenditures and increase productivity and sales revenues at all levels of company.

Olsen Europe Canada, Toronto Ontario Feb 1998- Dec 2005

Administrative Assistant/ Assistant Manager

Led and assisted in the management and supervision of 2 divisions of business (wholesale/retail) in North America which generated sales of $10M in a 50,000 sq feet warehouse in Toronto and 60,000 sq feet in Buffalo.

Prioritized, processed and allocated 1200 orders In North America for shipments exceeding $6M. Ensured all information is logged accordingly and all outbound shipments are verified before leaving distribution centre.

Expedited 100% for delivery schedules to customers and increased profits by 20% and reducing returns by 30% (i.e. The Bay, Maison Simmons, Sporting Life, Saks, and Nordstrom).

Maintained liaison daily with all levels of Management including Retail/Regional Managers across North America, US Buffalo warehouse, Canada Custom Brokers (quota and visa license) vendors and suppliers.

Supervised a staff of 6 and recruited temporary help for seasonal demands (approx 8).

Preparation of Import/Export documentations for samples to be shipped to US sales agents for market shows and ship stored US aged warehouse inventory to Canada to reduce overhead storage and labour charges up to $200,000/year.

Chairperson for Joint Health and Safety Committee and ensured all safety polices and procedures are adhered to in maintaining a clean and safe work environment.


Bachelor of Arts Political Science 1991

University of Western Ontario, London, ON

Introduction to Accounting & Accounting 1 2008-2009

George Brown College, Toronto, ON


Downtown Alternative School, Toronto, ON Sept 2014-present

Assist JK/SK and grade 1 teachers with helping children with reading, writing journals, math, scientist in school, annual school play with wardrobe, stage set and makeup, lunch time monitoring and registration week with providing incoming parents with curriculum and class information.

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