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Executive/Administrative Assistant

Montreal, Quebec, Canada
December 06, 2018

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** *** *******, **-****-Sur-Richelieu, QC, J2W 1P6

Home: 450-***-**** Cellular: 514-***-****, Email:


Seeking a position where my extensive abilities will be developed and challenged.


Over 20 years of progressive work experience

Excellent communication and interpersonal skills

Resourceful and versatile employee well versed in efficiently managing the demands of a busy workplace

Capable of working independently with good organizational and time management skills

Places an emphasis on building co-operative relationships in team settings

Proven skills in troubleshooting, problem solving and decision making


Executive/Administrative Experience

Manage and ensure daily monitoring of client requests received by IT Procurement: external resources/project-based services

Prepare contracts (PSA/TSA; MPSA/MNDA/NDA/Amendments, etc.), with the collaboration of the Legal Department, Stakeholders and Vendors (if required), while upholding company policy and procedures.

oInvolves contracts for IT Consultants (renewals, terminations, non-renewals, new consultants, mutations and termination for hiring (approximately 314 IT consultants)

Track and manage maturing IT consulting and service contracts and notify stakeholders or departments through weekly dashboards

Upload all changes into various systems, job descriptions, roles, manager/supervisor, hourly rates, terms and conditions and other pertinent information and announce to Human Resources Department.

Organize background checks with Vendors as well as Work Permit’s and other documentation

Track/renew all software licenses and keys. Manage all accesses for new and departing employees.

Verify any discrepancies in the invoice against the contract (Consultant rate, hours etc.)

Recruitment and placement of McGill students: match/place students from MIAE CV bank with Aerospace Industries (Bombardier, Rolls Royce, Pratt & Whitney, etc.) for internships/future employment, coordinate interviews between students and companies, resolve problems,

Writing/organizing job postings using various media within the University; coordinating and performing student interviews/selection/recruitment to MIAE, responding to student drop-ins and organization/facilitation of student information sessions;

Promotion of the Institute within McGill, (professors, deans, students and other departments) as well as externally (existing aerospace industries, tech fairs, information sessions, universities), creating new contacts and clients for the MIAE;

Management/creation of all McGill contracts between Aerospace industries and students; verification and resolution of discrepancies;

Organize Directors agenda; schedule/attend all meetings with Aerospace industry, Montreal Aerospace Institute (MAI), research forums, workshops; conferences; Tech Fairs and act as representative for the Director of MIAE;

Management of MIAE account/budget (1.75M): reports/projections, student appointments/payments, HR documentation and invoicing/payment of Aerospace Industries and internal/external clients;

Events management and facilitation, (2 international and 5 internal including the Inauguration of the Institute): organization/coordination of all required resources including venue; media, equipment bookings, catering, travel, accommodation, parking and any other special requests;

Advertising, creating pamphlets, posters and banners;

Webmaster for the MIAE website; creating/uploading newsletters/pictures/job postings

Main portal for MIAE: screen/responds to all emails; telephone calls; requests and actively seek to resolve problems;

Management of MIAE databases, confidential student/MIAE files, spreadsheets/budgets and student/Aerospace industry statistics.

Accounting, bank reconciliation, budget management, invoice payment, year end/audit preparation (SAP and Simply Accounting)

Prepared invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and presentation software

Booking of all travel, including itineraries, transportation and accommodations; managed/verified all expense reports

Answered phone calls and directed calls to appropriate parties and took messages

Coordinated calendars and appointments

Conducted research, compiled data, and prepared papers for consideration and presentation by executives, committees and boards of directors

Attended meetings to record minutes

Data entry of all invoices, expense reports/contracts etc.

Customer Service Experience

Provided management of all reports including having signed and approved documentation packages, new registrations and communicated delinquencies to GS&R and Compliance to CI management

Provided organization of all plan registration documents for submission to applicable government securing registration of plans and following up with authorities for outstanding plan registrations

Kept records of client interactions and transactions, recording details of inquiries, complaints, and comments, as well as actions taken

Checked to ensure that appropriate changes are made to resolve client problems

Corresponded with insured or agent to obtain information or inform them account status and changes

Monitored, distributed and coordinated inquiries received in the Client Integration Shared Mailbox on a timely basis as well as updated the plan list database as required

Referred unresolved customer grievances to designated departments for further investigation


Administrative Assistant – Finance Nov 13, 2017 – Jan 26, 2018

Rheinmetall Canada St-Jean-sur-Richelieu

Senior Contracts Administrator, IT Procurement Jun 2014 – May 26, 2017

Public Sector Pension Investment Board Montreal

McGill University –Administrative Assistant/Internship Oct 2009 – Aug 01, 2011

McGill Institute for Aerospace Engineering (MIAE) Montreal

Coordinator – Documentation/Customer Service Apr 2006 – Oct 2009

Standard Life Assurance Company Limited Montreal

Customer Service Agent Nov – Dec 2005

United Nations Climate Change Conference (Kyoto) Montreal

Data Entry Clerk Mar - May 2005

Literary & Historical Society of Quebec Quebec City

Administrative Assistant Apr 2002 - 2003

Community Economic Development and Employability Committee Quebec City

Administrative Assistant for Associate Director – Tax department Aug 1995 - 1999

KPMG Peat Marwick (Bermuda) Bermuda

Executive Secretary Mar 1994 - 1995

Business Services of Bermuda (Temping Agency) Bermuda

Executive Secretary 1989 - 1993

John Dansken & Purdie (Chartered Quantity Surveyors) Liverpool


Fluent: English

Advanced: French spoken and read

Intermediate: French written


Cegep Sainte-Foy Mar 2001 – 2002

Ministère des Relations avec les citoyens et Immigration

Intensive course for oral and written French

South Liverpool ITEC College 1986

Sight and Sound Secretarial College 1985 – 1986

Speke Comprehensive School 1979 – 1985

Royal Schools of Music

Piano Theory – Grade 5 and Practical – Grade 4


Office Tools: Proficient in all Microsoft Office Software

Technical Tools: SAP, FileMaker Pro, Firefox, Banner, Minerva, FIS, SIS, HRIS, Simply

Accounting, HTML

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