Executive Assistant Administrative
Resume:
Francine Cleroux
Language: Fluently Bilingual – CCE
Languages spoken and written: French and English, Arabic
Level: Secret Level II
File Number: 95160576
Expiry date: 2021/03/22
819-***-**** email: **********@*****.***
Areas of Expertise:
Member of Board of Directors for Cooperative Cote Ville
Night Auditor for a Hotel and Front desk service
Executive Assistant to Senior Management, Deputy Minister, Head of Legal Departments
Extensive experience working within the Federal government
Experience in coordinating briefing materials
Extensive experience using Microsoft Word, Excel and Outlook, Claim-X
Experience in tracking correspondence using an electronic tracking system using CCM Mercury (similar to MECTS)
Ability to work under pressure
Ability to organize work and meet extremely tight deadlines
Ability to evaluate information from various sources for completeness and accuracy
Ability to manage numerous tasks concurrently
Ability to work independently without supervision
Ability to work in a group/team environment
Ability to communicate effectively both orally and in writing
Familiar with records and document and information Management system (RDIMS)
Extensive experience handling Director’s calendar, agenda and in-box
Experience in setting up conference calls, meetings, and creating agendas
Experience formatting PowerPoint presentations
Knowledge of Treasury board policies and procedures relating to administrative activities
Additional Knowledge:
MS Word MS Excel MS Power Point MS Outlook
CCM Mercury Word Perfect Claim-X Internet Explorer
CIMS GroupWise Lotus 123 RDIMS
Specialized Courses:
Negotiations Course - Industry Canada
Contracting Procurement Course - Industry Canada
Delegation of Financial Signing Authority - Industry Canada
Excel and PowerPoint
Education:
1990-92 The Forum TM by Werner Erhard & Associates
1989 Henry Bergeron Institute: Graduated in Public Relations
1984-85 Carleton Board of Education: Graduated in Computer Science
1979 Polyvalente Nicolas Gatineau: Graduated in Industrial Design
1979 Polyvalente Nicolas Gatineau: Senior Matriculation
Experience:
Cooperative Cote Ville – on the Board of Directors
Dec. 2014 to Present
Getting reports of lease renewal
Verify for damages or repairs – if no damages request to reimburse the security deposit to the member.
If there is damage delegate to maintenance team for repairs
Post advertisement to rent the apartment and schedule visits
Interested new renter need to fill out an application in which they commit to do so tasks
After investigation they are then presented to the selection committee which review, screen, conduct interviews of candidates
Prepare a detail report for final approval.
Motel Adam – Night Auditor and Front Desk Service
Sept. 2015 – January 2017
Verifying the accuracy of Guest Accounts, balancing charges and revenues
Researched and correct discrepacies
Service at the front desk at night and in the early hours
Addressed all guest concerns and delegate some task to staff as necessary
Prepared and sent our direct bill packets for motel credit clients
Ensured adequate quantity of breakfast was prepared and ready in the morning for the guest to serve themselves.
Industry Canada/Office of the Superintendent of Bankruptcy Canada – Administrative Assistant
March 2013 - 2015
Provide administrative support to manager
Manage manager’ scheduling and inbox
Complete deliverables for the Superintendent
Process travel requests and claims
Prepare invoices and associates back up documents to be paid
Maintained electronic filing system
Updated shared drive with branch approved deck, memos, reports and related documents
Organize logistics for meetings (videoconferences, teleconferences, correlated meeting documents (hard copy and USB)
Arranged luncheons at local restaurants for visiting delegates
Assist with HR items: Learning Plan – registration to courses - Employee Performance – Leave -holidays
DND/DGMFO/D MAR LOG - Administrative Assistant
June 04th, 2012– March 31st, 2013
Coordinated and drafted the Director of Maritime Fleet Management Turn Over Documents
Maintained manager/director’s calendar/agenda
Screened mail, email and incoming phone calls
Managed file documents using the RDIMS filing system
Maintained a bring-forward filing system
Tracked correspondence
Prepared outgoing correspondence for approval and signatures
Advised on procedures and administrative processes
Edited and ensured quality control of documents
Scheduled meetings, briefings and conferences
Prepared meeting material
Made travel arrangements for senior management
Finalized travel orders and claims
Initiated paperwork for purchasing and procurement
Updated directorate website via CMS webmaster
Liaised with senior and administrative personnel across DND
Monitored and updates operational budgets
Verified financial data and tracked expenditures and invoices
Reported budgetary updates to director and senior management
Assisted with budget forecasting, planning and reporting
Assisted with business planning and forecasting
Transport Canada – Executive Assistant to Director/Professional Practices
Oct 15th, 2011 – March 03rd, 2012
Provided administrative support to the Director of Professional Practices
Managed director’s calendar and agenda
Screened Director’s mail, email and phonecalls
Maintained hard copy and electronic documents
Prepared outgoing correspondence for approval and signature
Composed and tracked correspondence
Processed surplus reports
Prepared (DAC) Departmental Audit Committee Meeting Documents
Arranged hospitality and travel arrangements
Created purchase orders
Managed and filed documents using the RDIMS filing system
Preparing reports and replies to requests for information
Arranged employee accommodations and accounts (security, telephone and e-mail)
Used Microsoft Word, Excel and Outlook to create departmental documents
Maintained a bring-forward filing system
Used CCM Mercury to track ministerial documents
Natural Resources Canada - Administrative Assistant
May 2011 – Oct 2011
Provided administrative functions (answering phones, emails, in person inquiries) for all divisions including DGO
Managed schedule, e-procurement, some HR
Organized and prepared divisional retreat
Monitored, maintained weekly uploading of documents to the IGA wiki page (i.e PCO FTP calendar, PT bulletin in both languages, bios, PT Profiles, external links)
Researched and archived Aboriginal files
Created Aboriginal content and addition of appropriate PT Ministries/bios/links for Aboriginal and Northern issues
Maintained Council related information (MMC, CEM, CCFM and CCRM) and updated WIKI
Provided administrative and logistics support for CCFM DM and ministerial meetings
Verified and reported financial data, tracked budget expenditures and invoices
Elections Canada - Call Centre Agent
March 14th – May 06th, 2011
Answered incoming calls transferred from the ECs general enquiries centre (INFO-Vote)
Utilized approved tools and available resources to provide information to callers
Documented complex questions, received and acknowledged complaints, and escalated appropriate calls
Called electors to request completed application forms and/or documents missing from their application forms
Reviewed problem reports to ensure that electors would be contacted in a timely fashion
Department of Fisheries and Oceans- Executive Assistant to Director
January 24th, 2011 – March 11th, 2011
Provided administrative support to Director of Professional Practices
Managed director’s calendar and agenda
Scheduled and arrange meetings, briefings and conferences
Screened Director’s mail and email
Operated telephone switchboard systems and took messages
Composed and tracked correspondence
Processed surplus reports - Record Management
Performed document and file management functions, including e-filing
Provided general administrative support
Prepared meeting material
Arranged new employee accommodations and accounts (security, telephone and e-mail)
Arranged hospitality and travel arrangements
Maintained a bring-forward filing system
Formatted departmental documents using Microsoft Word, Excel and Outlook
Tracked and filed (internal and electronic mail)
Prepared outgoing correspondence for approval and signatures
Prepared and submitted material for translation
Edited and ensured quality control of documents
Initiated and finalized travel orders and claims
Public Work and Government Services - Executive Assistant to DG
Oct 2010 – Jan 21st, 2011
Provided administrative support to the DG
Managed Director General’s schedule / agenda
Screened Director’s incoming telephone calls, mail and email
Tracked and filed correspondence (internal and electronic mail)
Maintained a bring-forward filing system
Prepared meeting documents
Updated DDS system (Directory & employee information)
Coordinated IT request & Telecom requests
Arranged hospitality and travel arrangements
Composed and tracked correspondence
Prepared outgoing correspondence for approval and signatures
Prepared and submit material for translation
Edited and ensured quality control of documents
Natural Resources Canada - Administrative Assistant
Jan 2010 – Aug 2010
Provided administrative support to DG and related divisions
Answered incoming phone calls, emails and in person inquiries
Managed schedules, e-procurement, and occasional HR requests
Researched and Organized Aboriginal files
Monitored, maintained weekly uploading of documents to the IGA wiki page (i.e PCO FTP calendar, PT bulletin in both languages, bios, PT Profiles, external links)
Created Aboriginal content and addition of appropriate PT Ministries/bios/links for Aboriginal and Northern issues
Maintained Council related information (MMC, CEM, CCFM and CCRM) and updated WIKI
Coordinated administrative and logistic support for CCFM DM and ministerial meetings
Verified financial data and tracked budget expenditures, reports and invoices
Canadian Association of Defence and Security Industries - Project Coordinator
Sept 2009 – Nov 2009
Assisted the Vice-President, in the day to day duties of a project’s administration
Managed calendar and agenda
Edited and proofread correspondence and reports, and prepared a wide range of administrative documents
Screened phone calls, mail and emails
Tracked and filed correspondences (internal and electronic mail)
Prepared all outgoing correspondence for approval and signatures
Prepared and submitted material for translation
Edited and ensured quality control of project documents
Scheduled appointments, coordinated and facilitated meeting and/or event arrangements
Scheduled and arrange meetings, briefings and conferences
Acted as a liaison with hotels and caterers for events
Initiated and finalized travel orders and claims
Maintained and tracked response logs, briefed Vice-President of status
Obtained quotations for Notices of Change
Coordinated submittals and procured all close-out documents including warranties and operating and maintenance manuals
Monitored field work, including contract work, to ensure compliance with company standards, procedures, specifications and codes
Participated in the continuous updating and accurate generation of as-built documents
Verified agreements, and maintained project expediting list
Printed, binding and preparation of reports, specifications, and other client and project documentation
Purchased office supplies
Assisted with routine document control support, such as assisting others and resolving and/or referring a range of document problems and inquiries
Library of Parliament - Administrative Coordinator
July 2009 – Sept 2009
Provided administrative support and coordinated different activities for Corporate Administrative Shared Services
Coordinated Senator information requests with a team of 28 Lawyers
Maintained inventory and ordered office supplies
Back up to the administrative staff
Provided client service
Coordinated accommodation, office moves and IT and for Telecommunications set up
Organized, planned, coordinated and tracked information and document flow
Maintained personnel records in co-operation with Human Resources
Proof read and checked and edited translated texts to ensure completeness and accuracy
Edited outgoing text to ensure correct format
Compiled and analyzed information as requested by the Division Director
Organized meetings, issued taxi chits, prepared expense claims and requisitions
Maintained established information systems and prepared reports and statistical information
Interacted with Branch personnel, Library staff, and the clientele
Negotiated timeframes, identified potential problem areas, and provided appropriate solutions
TBS/CAS - Administrative Coordinator
May 2009 – July 2009
Supported a multitude of activities for the Corporate Administrative Shared Services
Assisted the Officer Manager with general administrative duties
Managed and ordered office supplies
Provided back up to ADM administrative staff on an adhoc basis
Provided client service
Coordinated accommodation, IT and Telecommunications for new employees
DND/CFLA - Administrative Assistant / Correspondence
January 2009 – May 2009
Provided administrative support
Processed and controlled office correspondence
Prepared meetings & conference documents
Established deadlines for actions items
Screened Director’s phone calls, mail and email
Tracked and filed internal and electronic mail
Prepared outgoing correspondence for approval and signatures
Prepared and submitted material for translation
Edited and ensured quality control of documents
Scheduled and arrange meetings, briefings and conferences
Prepared and correlated meeting material
Completed travel arrangements for members of a directorate
Initiated and finalized travel orders and claims
Health Canada – Administrative Assistant- DGO
April 2008 – January 2009
Provided administrative support to the DG
Processed and controlled the flow of correspondence
Scheduled meetings, booked boardrooms and arranged audio visual equipment
Took meeting minutes
Established deadlines for actions items
Wrote various documents
Transport Canada – Administrative Assistant
July 2007 – November 2007
Provided administrative support
Processed and controlled the flow of correspondence
Scheduled meetings
Took meeting minutes
Public Work Goods & Services Canada - Executive Assistant
July 2006 – July 2007
Provided administrative support
Established deadlines for actions items
Kept a bring forward system
Processed and controlled the flow of correspondence
Scheduled meetings
Taking minutes of meetings Established and managed Records Management project for the Branch
Formatted and edited documents
Correlated document packages for contractor’s to bid on
Indian Residential School Resolution -Administrative Assistant
November 2005 – July 2006
Provided administrative support
Established deadlines for actions items
Scheduling meetings
Completed travel arrangements & claims
Processed, edited, and wrote various documents
Industry Canada - Executive Assistant
October 2005 – November 2005
Provided administrative support
Completed travel arrangements & claims
Processed and controlled the flow of correspondence
Verified and formatted briefing notes and response letters
Public Work Goods & Services Canada - Executive Assistant
July 2005-October 2005
Processed and controlled the flow of correspondence
Scheduled meetings and boardrooms
Took meeting minutes
Established deadlines for actions items
Provided administrative support services
Processed and edited various documents
Assisted Finance/PWGSC create a new PWGSC Accounting Manual
Environment Canada - Executive Assistant
May 2005 – June 2005
Processed and controlled the flow of correspondence
Scheduling meetings, sent invites, arranged for boardrooms
Established deadlines for actions items
Provides administrative support services
Processed, edited and drafted various documents
Classified records (Adm., Fin., HR, Project, etc.)
Maintained hard copy and electronic files
Indian and Northern Affaires - Executive Assistant
September 2004 – May 2005
Provided administrative support
Maintained a senior manager’s agenda
Processed and controlled the flow of correspondence
Scheduled meetings
Established deadlines for actions items
Treasury Board / Chief Information Officer's - Executive Assistant
January 2004 – September 2004
Provided administrative support
Maintained a senior manager’s agenda
Scheduled meetings and maintained an agenda
Coordination/ liaison role: Communications
Coordinated an international conference
Completed travel arrangement & claims
Environment Canada - Executive Assistant
July 2003 – January 2004
Provided administrative support
Processes and Controls the flow of correspondence
Scheduled meetings
Booked board rooms and arranged for audio/visual equipment
Established deadlines for actions items
Processed and edited documents
R.C.M.P - Assistant - Media Relations
March & June 2003
Provided administrative assistance to 3 directors
Scheduled meetings
Provided client service
Kept a daily log of files to be followed up on
Processed all incoming correspondence
Compiled weekly reports
Completed travel arrangement & claims
Transport Canada - Senior Executive Assistant AS-03
March 2003
Coordinated schedules for Senior Heads of Legal
Organized & assigned legal request
Managed and directed all incoming correspondences
Keep on top of all urgent matter
Arranged meetings with Minister's Office & Senior Partner's
Environment Canada - Senior Administrative Coordinator
January/February, 2003
Coordinated consultation sessions
Sent invitations
Arranged hotel reservations/flights
Formatted and correlated presentation decks
Took minutes
Canadian Tourism Commission - Proof Reader- Administrative Assistant
August 2001 – February 2003
Proof read all material for distribution
Arranged travel arrangements for employees
Assisting administrative staff in their daily task
Correlated and prepared conference meeting packages
Booked hospitality, boardrooms, audio/visual etc.
Managed incoming correspondence
Industry Canada - Senior Secretary
March 2001 – August 2001
Acted as secretary to Directorate staff
Maintained Director's appointment schedule
Liaised between Digital Content Directorate and CSU
Prepared and/or edited ministerial correspondence and Success Stories
Distributed mail / assisted staff with outgoing mail
Maintained Directorate filing system
Researched and entered electoral riding information for all CDC, FV and GCC projects
Prepared travel forms, arrangements and claims
Prepared and submitted translation requests
Ordered office supplies for Directorate
Updated distribution and inventory of promotional material for CDC, FV & GCC
Prepared requests for conference approval of CDC & FV
Maintained training reports & calendar for directorate
Processed printing requests
Contractor (Bell International), Morocco – Statistics
North-South Exchange import-export as research-assistant
September 2000 to end of March 2001
Administered surveys
Processed statistical data from surveys
.
Environment Canada - Executive Secretary-assistant
July - September 2001
Provides administrative support services
Processed and controlled the flow of correspondence
Scheduled meetings
Established deadlines for actions items
Processed, formatted, edited, wrote various documents
Bell Canada - Sales & Services Representative
September 1989 - January 2001
Provided customer service
Provided innovative solutions that profited both the customers and the company
Problem solved, defused and appraising customers' needs as a call back agent
Trained new employees training and provided guidance in their daily operations
Provided motivational communication presentations for groups of 20 people
Processed Executive complaints
Control Desk
Was in charge of duplication and distribution of software to member companies and keeping inventory
Prepared monthly sales and distribution reports of Internet software
Organized “Open House” gatherings for potential customers
Communications System Trainer
Delivered training modules and presentations to groups of 5 to 10 persons
Customized training modules to meet customer’s needs
Entered state data on IBM system to customized templates and assigned telephone numbers
Sorted and ran and distribution reports
Communication Operator - Meech Lake Minister's Conference
Took messages and calls for all Ministers during closed conference
Separated and distributed messages to the associated Minister for each region
Maintained low profile for press inquiries
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