Administrative Assistant/Manager

VIVIEN GALLORO

Telephone: 613-***-****

Ottawa, Ontario K1J 8V2 ********@******.***

PROFILE

A focused and professional Senior Administration Specialist with diverse business experience in a number of disciplines. Strengths include superior organizational ability, excellent writing skills, analytical problem solving and technical savvy. A strong communicator with a flair for fundraising and the ability to budget and execute to plan. A leader and a mentor with a positive and outgoing style who is comfortable working at all levels of the organization and externally. Exceptional with people management, training and an accomplished HR generalist. A strong supporter of positive change, with a current skill set, ready to make an immediate contribution.

PROFESSIONAL EMPLOYMENT

BORDEN LADNER GERVAIS LLP, Ottawa, ON March 2005 to September 2016

Legal Assistant

This position supported a lawyer who is a Lobbyist and former M.P. and Minister of State for Foreign Affairs and International Trade under Jean Chretien and Paul Martin’s governments. During my last two years at BLG, I also supported an International Trade lawyer. Borden Ladner Gervais offers a full suite of legal and intellectual property services to clients in Canada and beyond and has been named the number one firm in Canada.

Managed and arranged daily schedules/agendas

Arranged meetings with MP’s and Senators of the Government of Canada

Prepared Agreements/Retainer letters for clients

Arranged agendas for clients & booked meetings on Parliament Hill while client is in-town

Managed and maintained Federal Lobbyists Registrations for the firm nationwide

Maintained Provincial Lobbyist Registrations (Ontario) for the firm

Liaised with clients and advised senior executives regarding their registration responsibilities, as required

Arranged special events and/or luncheons on and off the premises on short notice

Liaised with Members of Parliament and Senators’ Offices

Prepared & submitted expense claims using Chrome River (Expense Management)

Arranged Flights, Hotels, visas, and cars for Travel

Prepared marketing materials for potential clients

Prepared and proofread departmental bulletins going to clients and all in-house lawyers across Canada, again on short notice

Prepared PowerPoint presentations

Prepared monthly invoices using a CMS billing system

Prepared all correspondence, (letters, memos, emails, speaking notes) and entered time dockets

Assisted three other lawyers with government relations work, and other work as required.

ADVANTEX MARKETING INTERNATIONAL, INC., Toronto, ON 1999 – 2003

Assistant Account Manager

This position reported to the Director of Administration and was responsible for the provision of administrative support to the Sales Department. Advantex Marketing is a leader in customer loyalty rewards programs.

Generated and verified daily, weekly and monthly profit reports.

Provided an exceptional level of customer service dealing with merchants, resolving issues and ensuring satisfaction with the program.

Managed all administrative duties with respect to both active accounts and new accounts

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Collected new account information from a variety of sources to identify potential new clients. Verified accuracy of existing account detail

Actively participated in brainstorming and implementing new ideas that improved client satisfaction

Maintained a large volume of over 150 active accounts across Western Canada.

THE WEXFORD RESIDENCE INC., Toronto, ON 1995 – 1999

Manager, Administrative Services

Administrative Assistant

Reported to the Executive Director of this mid-sized Home for the Aged. Both of these positions provided day-to-day administrative support, and as the needs of the business grew, the position of Manager of Administrative Services was created.

Managed records to maximize effectiveness, efficiency and accuracy while ensuring compliance with all regulatory bodies

Developed new policies and procedures for administrative and other related areas

Recruited, hired, trained, delegated to and supervised administrative staff. Performed all Human Resource duties including performance management and regular reviews to a staff of eight

Prepared all WCB claims for union and non-union employees

Created and controlled a $560,000 annual budget

Assisted in preparing the Home to become an accredited facility which resulted in achieving the highest rating possible with few recommendations from the accreditors

Authored correspondence such as articles for the Newsletter, orientation packages and pamphlets, and responsible for proofreading documents

Transcribed and prepared minutes, transcripts and follow-ups for Board of Directors’ meetings of the Residence and Foundation and other sub or adhoc committees as necessary

Processed and maintained confidentiality of information, including letters, memos, salaries for the Administrator and all senior staff whether related to staff, clients, or outside connections

Liaised with families, residents and tenants to define, outline and resolve all issues and concerns related to the facility, or the care provided, required, or desired

Identified and selected all office supplies and equipment, and negotiated contracts

Managed the telephone and PA equipment function. Negotiated, selected and installed a voice mail system

Played an active and integral part of the senior management team by assisting in brainstorming and decision making in the day-to-day operations and long-term goals of the facility, while understanding and adhering to two union contracts within the workplace

Co-ordinated, volunteered for and participated in special resident functions

Organized and facilitated client moves, either room-to-room within long-term care, or from independent living to long-term care internally, or externally

Developed and recommended a Staff Recognition Plan for the entire facility.

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THE QUEEN ELIZABETH HOSPITAL & 1979 – 1994

THE QUEEN ELIZABETH HOSPITAL FOUNDATION, Toronto, ON

Supported the V.P. of Finance and Budget Officer for this well respected leader in long-term care running two facilities. The Q.E.H. led the realization of efficiency and effectiveness for amalgamation by legislation over other hospitals.

Development Assistant 1988 – 1994

Assisted in the planning of long-term and short-term fundraising strategies including a complete donor Recognition Program

Directed the datamining operation to identify and provide information on potential gift-givers, participants for special events, financial and statistical donor information for items such as their in-house Quest Magazine, the annual report, monthly newsletter, brochures, etc. and the proofreading of same

Developed and implemented standard operating procedures

Wrote and prepared all acknowledgements and/or thank you letters for memoriams, honorariums, general donations, designated donations, employee deductions, pledge payments and in-kind gifts

Kept current with all facets of fundraising from developmental stage through implementation, to ongoing follow-up, i.e. direct mail program, annual giving program, special events, planned giving, donor recognition, employee campaigns, etc.

Assisted in budget preparation

Trained and supervised volunteers, managed special events

Piloted and developed a new fundraising initiative by inviting vendors into the facility to sell their wares for a percentage of their sales, designed a contract, and ensured third party liability was in place. This included management of the program and other special events as required

Introduced, co-ordinated, organized, hosted and led the first “Ontario” Users Group meeting for ‘FundRaiser’ users (users invited to Toronto from across the province).

Secretary to the VP of Finance 1979 – 1988

Handled all office administrative duties for the V.P. of Finance and Budget Officer including cataloguing, updating and claims management for all insurance coverages, receipting and banking, managing short-term investments for the Hospital, Foundation, and Research Institute, and maintaining the general ledger up to trial balance for both the Foundation and Research Institute

Organized Finance Committee meetings of the Board and preparation of all related documents

Controlled fixed assets and was responsible for total documentation and maintenance of system including designing the forms and implementation of same

Liaised with board of directors, senior and middle management, lawyers, doctors, insurance companies, all internal departments, staff and any outside bodies as necessary.

VAN GELDER OFFICE SUPPLIES LIMITED, Toronto, ON November 1974 – February 1979

Secretary/Bookkeeper

For this Office Supply Company, this position was responsible for maintaining all office functions including correspondence, ordering office supplies, answering telephones, sales and order taking, and accounts payable and receivable using a one-rite system. This position also managed their retail store in downtown Toronto which included inventory control.

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EDUCATION

Central High School of Commerce, Toronto, Ontario

PROFESSIONAL DEVELOPMENT

Excel – Introduction to and Intermediate, 2006

Staff Excellence Program (BLG) 2005 & 2006

In-House programs on WORD, Excel, CRM (Company contacts/datamining), CMS (Billing/File opening) Intapp (Time Docketing) – 2005 to Present

Fundraising courses:

N.O.T.N. Monthly Teleconferences (Approved A.H.P. Core Curriculum) 1990 – 1994

Annual Canadian FundRaiser Users Group, 1989 – 1994

Direct Mail, O.H.A. (Ontario Hospital Association), 1990

VOLUNTEER WORK

BLG’s Fundraising Committee (to support outside charities)

Chairperson of SunFlower House (Daycare) - Policies and Procedures Committee

Chairperson of The Q.E.H. Daycare Task force (approx. 3 years)

Chairperson of FundRaiser - Ontario Users’ Group

Internal Committees as they arise

PERSONAL INTERESTS

Movies

Reading

Theatre

Internet

Exceptional organizational skills

Through years of coordinating offices and departments, I have always gone above and beyond the call of duty to succeed. I have been a part of and participated in office relocations, internal moves and coordinated the reorganization of staff.

Exceptional writing skills

I know how to make ideas understood on paper, both technically and aesthetically while gearing it to its intended audience(s). I possess exceptional minute taking capabilities.

Self Motivated

I work well autonomously and as an integral part of any team. I thrive under pressure and am goal oriented. Although somewhat of a perfectionist, deadlines are always met. I have a professional attitude towards business in every aspect.

Analytical

My many years in Finance have provided me with a solid background in analyzing and producing numbers. Years of researching, compiling and reporting financial data and statistics, along with assisting in the preparation of a $5,000,000+ annual budget has given me excellent training when analyzing data. I was personally responsible for the preparation and monitoring of a $560,000 annual budget.

Technically adept

Over 20 years experience and knowledge with many types of hardware and software including FileMaker, Dinex 2000, Outlook, WordPerfect, MSWord, Excel, Lotus, Accpac, Symphony, Printshop, Fundraiser, Fund Master, DOS & Windows.

My ability to use these tools, common sense and logic has given me the knowledge to learn new programs and systems with ease. I am a very “hands-on” person and am excellent at training others. I excel at troubleshooting software and can identify many hardware problems, as well as having an average typing speed of over 100 wpm. I am familiar with the use of a PBX Switchboard and am proficient with the use of a Dictaphone and calculator.

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