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Administrative Assistant Executive

Location:
Canada
Posted:
March 04, 2018

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Linda Goberdhan

*** ***** *********

Milton, Ontario, L9T 0P4

416-***-**** ac4o0b@r.postjobfree.com

Objective: To work in a challenging environment and have a responsible position where I can noticeably contribute to an organization’s success and take advantage of my skills and experience.

Skills:

Job Related Training: Windows 8; Sales Force, Concur, Google, Oracle, MLS, WOLFconnect, Quick Office, Explorer, Outlook; Meridian Voicemail; Administration; Invoicing; Inventory Control, Operating Mail machinery.

Courses: MS Works including Word, Excel, Access & PowerPoint.

Work Experience:

Keller Williams Realty Solutions - Part Time Receptionist July 2017 - Present

Answer phones and direct callers to the appropriate destination.

Set up appointments by calling sellers and showing agents to give them pertinent information to show properties.

Page listing agents in regards to schedule appointments and confirmed showing requests using Quick Office.

Input MLS listings, upload photos, scan documents, process new listing documents.

Help with duties such as typing, assisting agents with feature sheets, draft letters and other documents.

Erin Oaks Kids - Site Coordinator (Contract) Dec 2017 - Jan 2018

Establish and implement necessary policies, systems and procedures to ensure the efficient functioning of assigned EOK sites.

Ensure site specific administrative equipment is functional and maintained, as per service schedule.

Work with facilities and Human Resources department to ensure site security and employee access.

Oversee inventory of supplies and equipment for designated site. Work with Procurement to ensure EOK compliance with BPS's guidelines.

Manage site relationship with external housekeeping and janitorial services, as well as recurring contracted services.

Provide site orientation to new and/or returning staff, focusing on site specific information, fire & safety compliance.

Perform other duties as required.

Cogeco - PCO Darwin-Administrative Assistant (Contract) August 2017 - Dec 2017

Accept delivery documents from NC to transfer from NC FTP to Google.

Convert and upload documents to links in Google Deliverable Tracker and send communication to the Business.

Create and maintain Statement of Work in Google.

Create and submit Purchase Request with IT Requisition to Procurement.

Validate invoice charges and obtain approval from appropriate Department Managers.

Receive invoices in Oracle and communicate to Accounting Department for payment.

Update employees contract end dates according to RFC dates in Resource Management list.

Schedule and organize meetings, including booking rooms, preparing agendas, maintaining and following up on invite lists, delivering meeting minutes and following up on agenda action items.

GWL Realty Advisors - Administrative Assistant (Contract) May 2017 - July 2017

Provide Administrative support to the Senior Property Manager and Property Manager.

Prepare and submit expense report to the Accounting Department.

Prepare and send out Tenant Notices, Request for Mobile Signs and Event Requests.

Prepare and close out purchase orders for various trades through Angus Anywhere.

Create folders for tendering and new Trades.

Maintain and update Contact Tenant Sheet.

Intellipharmaceutics Corp. – Executive Assistant March 2017 – May 2017

Provide Administrative support to the President, COO and CFO.

Execute all administrative and office management duties for the executive in a confidential and timely manner.

Track and prepare credit card and personal expenses for payment.

Coordinate all Executives meeting (i.e., book boardroom, catering, and prepare agendas).

Coordinate up keep of the facility by contacting contractors for monthly maintenance services.

Support company programs, policies and services throughout the organizations by providing effective input and advice to the employees.

Provide telephone coverage, receive guests, and resolve administrative issues.

Orion Realty - Part Time Receptionist Feb 2015 – March 2017

Answer phones and direct callers to the appropriate destination.

Set up appointments by calling sellers and showing agents to give them pertinent information to show properties.

Page listing agents in regards to schedule appointments and confirmed showing requests using Wolfe Connect.

Input MLS listings, upload photos, scan documents, process new listing documents.

Help with duties such as typing, assisting agents with feature sheets, draft letters and other documents.

Responsible for all clerical duties such as emails, faxing, photocopying, sorting & distributing mail and maintain office equipment and supplies.

First Real Properties Limited – Executive Assistant (Contract) Sept 2015 – Sept 2016

Provide Administrative support to the Corporate Project Manager.

Prepare and maintain Vacant Space binders, Building Marketing Packages and Space Plans required for tours within the Toronto Office.

Prepare set-up for new hires including order business cards, schedule training sessions, set up desks and phones, and prepare new hire packages for all three locations.

Responsible for providing HR with all confidential information such as attendance, vacation days, and HR forms for personal matters.

Assist Property Manager with resolving property management issues with tenants.

Code and submit invoices to the Accounting Department.

Manage a wide variety of administrative task such as answering incoming calls, schedule meetings, ordering office supplies, and maintain filing system.

Baxter Healthcare – Executive Assistant (Contract) Aug 2014 – Sept 2015

Provide Administrative support to the Business Unit Manager for BioPharm and Bioscience Team.

Prepare and file expense reports through Concur Solutions software system.

Prepare agendas and make necessary arrangements for internal and external meetings.

Supports team members by efficiently completing various assignments such as Healthcare Preapprovals, invoicing, book meeting rooms, prepare agendas.

Coordinate special events and meetings on behalf of the BioPharm team.

Prepare set-up for new hires including order business cards, schedule training sessions, set up desks and phones, and prepare new hire packages

Responsible for the day-to-day general office management (ie. maintain confidentiality of files, order office supplies, computer equipment, update files).

Mortenson Canada Corporation – Executive Assistant Jan 2011 – March 2013

Provide administrative support to the Director of Operations.

Maintain Director of Operations appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Manage Director of Operations calendar to ensure required information and documents are organized for meetings and appointments.

Coordinate special events and meetings on behalf of the Business Development and Wind Energy Team.

Coordinate set-up for new hires including orientation, training, set up desks and phones, prepare new hire packages.

Establish a filing system for new contracts. Maintain, update and organize categories within the database.

Compose and/or edits a variety of documents including confidential correspondence, memoranda, minutes, etc.

Responsible for the day-to-day general office management (ie. maintain confidentiality of files, order office supplies, computer equipment, update files).

Ricoh Canada – Senior Administrative Assistant Mar 2008 – Dec 2010

Provide a wide variety of administrative support to the Vice President of Region Global Sales of Canada.

Provide administrative support to all Key Account Sales Representatives (Portal Bookings, Promotional product orders, market research for companies and competitors of interest, Merx and Bid Navigator tracking for RFI’s, Travel arrangements, Vacation tracking etc.).

Coordinate and manage Vice President of RGS of Canada schedule on a daily basis.

Draft, prepare and finalize RFP responses to meet tight deadlines when required by the Sales Representatives.

Schedule and organize meetings, including booking rooms, preparing agendas, maintaining and following up on invite lists, delivering meeting minutes and following up on agenda action items.

Set up Webex, Teleconference details as well as Video Conference equipment for all high level meetings.

Maintain and update Share Point site for RFP’s.

Handle highly sensitive and confidential matters relating to the daily activity of the department.

Manage all incoming and outgoing correspondence (ie. faxes, mail, letters, memos, spreadsheets, code invoices)

Coordinate set-up for new hires including training, set up desks and phones, prepare new hire package, etc. as required.

Assist with Office Administration (Reception coverage, access card management, office events coordination, expense reports, ordering supplies, and act as a liaison with Head Office administration team for various departments).

Education:

Sheridan College 1996- 1999

Marketing Diploma

References:

Available Upon Request



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