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Office Manager, Administrative Assistant

Location:
Westmount, Quebec, Canada
Posted:
March 05, 2018

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Resume:

Natalie Tetreault

514-***-**** ● ac4pb0@r.postjobfree.com

QUALIFICATION SUMMARY

Skilled and dedicated Executive Assistant with more than 10 years’ experience in planning, coordinating and supporting daily operational and administrative functions.

Capacity to provide comprehensive support for executive-level staff, excel at scheduling meetings, coordinating travel, and managing all essential tasks.

Proven track record of accurately completing research, reporting, information management activities within demanding time frames.

Skilled at developing and maintaining administrative processes that reduce idleness, improve accuracy, efficiency, and achieve organizational objectives.

Very focused and results-oriented in supporting complex, deadline-driven operations; able to identify goals and priorities and resolve issues in their initial stages.

Skilled in Microsoft Office Suite (Word, Outlook, Excel, Power Point,) Oracle, SAP, Lotus

Three years experience in a Human Resources Generalist role

Procurement experience e.g., office furniture, office supplies, office move/ expansion, service and vendor negotiation, etc.

My goal is to seek new opportunities to further strengthen and broaden my skills by securing a position in a dynamic work environment.

PROFESSIONAL EXPERIENCE

Administrative Assistant, Mentel Inc. (January 2017 – September 2017)

Provided support to the 2 owners of Mentel.

Worked closely with the Human Resources Manager as well as the Financial Controller.

Prepared NDAs, Client Agreements and SOWs. Agreements were then sent through Adobe E-signature.

Prepared New Hire agreements, Insurance etc...

Ensured office / kitchen were well stocked and organized. Weekly groceries.

Created an Employee Information Spread Sheet that was later used to enter into new HRIS.

Was responsible for shipping packages and all mailings.

Point of contact for all office related queries.

Diverse tasks whenever required.

Executive Assistant, Reitmans (February 2016 – September 2016) Contract

Provided support to the Division President and VP of Marketing

Basic administrative tasks.

Prepared correspondences, reports, presentations, and managed the executive's schedule,

Scheduled and attended confidential management meetings, prepared agendas.

Researched and compiled data.

Met or liaised with individuals and groups inside or outside of the company on behalf of the executive.

Provided assistance in establishing and coordinating the implementation of company administrative policies.

Submitted weekly payroll exception reports to the Payroll Department.

Organized complex travel itineraries.

Planned, organized and managed events within allocated budget.

Managed and reviewed filing and office systems.

Sourced and ordered stationery and office equipment.

Prepared and submitted expense reports on executives behalf

Managed projects.

Provided front desk support to guests and clients.

Administrative Assistant / Office Manager, Marchon Eyewear (January 2014 - December 2015)

Provided on-going support to Sale Operations Manager, Human Resources Manager and General Manager. Worked closely with the Senior Vice President of Operations during move/expansion.

Organized offsite meeting and events planning.

Booked travel and hotel accommodations for newly hired sales representatives.

Ensured regular communications regarding new policies and programs were sent out to all Montreal employees.

Responsible for all office related queries.

Played an important role in coordinating the relocation of the company to a newly built facility.

Sourced and purchased costly items for the office e.g.; furniture, window blinds, coffee station machines, etc.

Collaborated with off-site IT for telephony, computer and audio-visual/conferencing equipment.

Provided front desk support to guests and clients.

Office Manager, Embelllir Chez-soi (June 2010 to 2013)

Managed a small downtown construction & renovations company

Responsible for all deposits/withdrawals from company bank account.

Processed sub-contractor invoices.

Placed orders with suppliers/vendors for building materials.

Receptionist duties

Prepared invoices

Paid office bills as well as handled other administrative duties

Facilities & Services Lead, Accenture (Sept 2007- Nov 2009) Contract

Supervised and evaluated the performance of 7 team members.

Implemented team building, employee recognition and motivational initiatives.

Performed Annual Performance reviews

Accountable for the implementation, delivery and quality of office support service level agreements for the Montreal office.

Provided advice and guidance on my particular area of knowledge.

Managed resources to ensure the delivery service levels were achieved

Established and prioritized task for the team

Identified and shared best practices with the team

Was responsible for executing the most complex tasks within the team.

Acted as the liaison with Senior Staff and Support Staff

Fostered positive relationships with internal and external customers/vendors; as well as independently resolved and managed sensitive issues

Responsible for communicating any changes in service to customers.

Ensured personnel received career counseling, performance management reviews, training and developmental needs.

Handled disciplinary action with the guidance of the HR Department in accordance with local legislation.

Coordinated office evacuation plan with the guidance and support of a consultant - certified fire man.

Human Resources Representative, Nuance Inc. (2004 - 2007)

Responsible for daily operations of human resource functions for the Montreal office. Responsibilities included: management coaching, recruiting, contract administration, training, orientation, employee appraisals, employee benefits, database maintenance and special events coordination, handled enquiries from staff and the general public.

Recruiting: Identified staffing requirements, advertised job openings, and screened/interviewed applicants. Other duties included drafting employment contracts and providing orientation to new hires.

Training: Involved in the coordination of internal and external training activities. This included ensuring company compliance with 1% training legislation and government filing requirements.

Employee Appraisals: Responsible for coordinating the employee appraisal program in the Montreal office.

Employee Benefits: Administered the employee benefits programs for RRSP and health care. This task involved recommending changes to existing policies, determining the eligibility to entitlements, arranging staff training, providing support to employees. Administered policies, programs and procedures to address human resource requirements to ensure compliance with legislation. Advised managers and employees on the interpretation of personnel policies.

Database Maintenance: Responsible for maintaining the HR filing and registration systems (Oracle). This included compiling and preparing reports and documents relating to personnel activities.

Office Manager, Nuance Inc. (1999 - 2004)

Administrative duties consisted of ordering all office supplies, office furniture and groceries, mail distribution, incoming/outgoing courier. Facilitated short term housing for visiting employees. Monitored building security by tracking all door access keys and entrance reports. Coordinated work stations.

Reception duties: Re-routed incoming calls for ScanSoft Inc. (subsidiary of SpeechWorks Inc.) products to customer service/sales/technical support number. Greeted office visitors.

Compiled and verified new hire paperwork: Direct deposit with banking information, tax forms (both Provincial and Federal), job requisition, new hire form, offer letter, non-compete agreement, insurance application forms, and corporate credit card application. Forwarded all completed documents to our Boston head quarters for their records.

Maintained employee files: Updated files accordingly (e.g. changes to personal information such as address changes and addition/removal of dependents).

Planned and coordinated meetings and office events.

Provided support to visiting ScanSoft employees onsite and offsite. Ensured all visitors had access to office by issuing temporary key cards, arranged transportation from office to hotel/airport, and occasionally handled accommodations for visitors.

Researched and booked travel for staff: Gathered information from employee, contacted corporate travel agent and worked with agent to satisfy employee needs.

Accounting Clerk, Micro Tempus Inc. (1998 - 1999)

Administered accounts payables and receivables:

Entered invoices, and prepared checks.

Prepared and distributed payable listings and reports. Assisted in data entry and billing for receivables.

Maintained accounting records. Issued license keys, and provided customer contract information to sales representatives as well as to the technical support team.

Replaced Receptionist during lunch hours and absences.

Voice Data Specialist, Nortel Networks (1994 - 1997)

Duties consisted of transcribing and coding English and French speech recorded in prototype speech recognition systems and products. Coding consists of identifying and qualifying requests, speaker’s, genders, speaker’s accents, background noise, recognizer’s behavior, etc. The task was performed on a UNIX X Window terminal using specialized transcribing tools.

Sales Administrator, Samuel & Fils (1988 - 1993)

Provided administrative support to the sales metal distribution center. This included opening new accounts and invoice analysis.

Education:

McGill University - Human Resources Management Certificate (in progress)

1987 -1989 Lake of Two Mountains Business School

Office Specialist program

1986 - 1987 Concordia University

Domestic Ticketing and Travel Sales

1980 - 1985 Rosemere High School

High School Leaving Certificate

LANGUAGES & INTERESTS

Languages:

English (spoken and written)

French (spoken and written)

Spanish (spoken and read)

Reading, drawing, volunteer work such as Meals on Wheels, traveling, interior design, fashion, swimming, biking, gardening, music & cooking.



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