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Executive Assistant Administrative

Toronto, Ontario, Canada
November 16, 2018

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*** ******** ** – M*B *V* C: 416-***-****

Profile Highlights

Experienced, ambitious and motivated Administrative/Executive Assistant with 9+ years adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency and achieve organizational objectives. Possess the ability to perform effectively within a highly pressurized working environment with a keyboard typing speed of 50 wpm. Looking to grow in a company where I can use my valuable skills and contribute to the growth and success of the organization. Professional Experience

Think Research Aug 2018 – Present (Contract)

Executive Assistant / Office Administrator

Supporting 5 executives

Coordinate executive communications, including taking calls, responding to emails and interfacing with clients

Book domestic/North American/International flights, hotels and cars as needed

Process expense reports, invoices, arrange corporate documents

Cover 2nd floor reception making sure mail is delivered and guests are directed to the appropriate person

Maintaining, organizing and coordinating calendars

Book and prepare meetings rooms

Maintain and update information for various databases

Assist with additional administrative tasks as needed St Michaels Foundation April 2018 – June 2018 (Temp) Gift Processing Associate / Administrative Assistant Special Events

Processing donations accurately and in a timely basis received through direct mail appeals, online, memorial and tribute gifts.

Providing Team Leader, Financial Accounting with required batch information in order to record the information on Raiser’s Edge.

Process credit card donations and follow up on expired/declined credit cards and NSF payments.

Reception coverage and back up support for other gift processing staff as required.

Respond to inquiries regarding gifts, receipts and other donor or gift information. MS Society of Canada – February 2016 – August 2017 Administrative Coordinator – Donor Services National Office

Responsible for providing an exceptional customer service/donor relations experience through all interactions with customers

Assisted the director with meetings, daily administrative duties

Politely and courteously answers all in-coming telephone calls and re-directs to appropriate destination

Transfers voicemail messages to various staff, return caller messages and handles general inquiries

Greets and directs all visitors in a polite and professional manner and contact appropriate staff

Receives and re-directs general email and donor queries

Upon receiving, processes daily mail sorted by office administration

Updates all reception documents and tools regularly and ensure updates are communicated

Work closely with the direct marketing team to thank and support various segments of donors

Processes donor information changes in each of the customer relationship management data- bases

Processes duplicate receipt requests and organizes for emailing or mailing to donors

Prepares weekly package and processes the daily exception mail package from data processing center

Works with the volunteer on in memory and in honor card processing

Ensures monthly merge reports are completed, monitoring accuracy; and work with service provider on processing merges

Ongoing contact with third party gift processing team to ensure donor gifts, pledges/re- minders, tax receipts, and thank you letters are processed and issued in a timely manner. As well as issuing these myself.

Continuing Education – August 2015 – Present

Sick Kids Foundation July 2014 – June 2015

Clerk, Gift Administration - contract position (Toronto)

Perform general duties as assigned

Input general, event, memorial and camp donations into KYDS database

Update donor’s personal and payment information as requested

Process all donations

Open and distribute foundation daily mail

Process all donor tax receipts and duplicates as requested Continuing Studies Jan 2012 – Dec 2013

Downtown Community Health Clinic (Mental Health and Addictions) - Aug 2010 – Aug 2012 Medical Office Assistant

(Vancouver, BC)

Schedule and confirm medical appointments for a 10 doctors

Receive and communicate messages for medical staff and patients

Filing and archiving patient charts

Answering and directing phone calls to appropriate staff

Pulling charts for doctors and nurses

Updating patient information in EMR, Paris and patient charts

Transcribe detailed medical reports

Assist patients in the case of a medical emergency Vancouver General Hospital - July 2009 – Aug 2010

Staffing Clerk (Vancouver, BC)

Scheduling casual and regular staff for vacant and unexpected shift changes

Maintain time keeping records for the office and related information to the departments including payroll

Approve schedules for processing by patrol department

Ensure compliance with all collective agreements in terms of scheduling, hours of work and awarding shifts

Maintain filing system for scheduling

Inform departments as necessary re: coverage and changes in hours

Provide assistance with unit clerk duties


Raisers Edge Sickkids Foundation 2015

Sorian Clinicals St Michael’s Hospital 2017

ADT St Michael’s Hospital 2017

Cornerstone Software System MS Society of Canada 2016

Medical Terminology Algonquin College 2016

ESP (Electronic Scheduling) Training: Vancouver Coastal Health 2009

Paris Training Vancouver Coastal Health 2010

EMR (Electronic Medical Records) Training: Vancouver Coastal Health 2010 Skills

Mac Outlook Express

Microsoft office Word

Office 365 PowerPoint

Excel Google (Gmail, Google Docs/Slides)


Excellent communication skills

Excellent multitasking ability

Excellent planner and coordinator

Dedicated Team Player

Critical Thinker


Schedule Management

Advanced clerical knowledge

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