Executive Assistant Administrative

****@*******.***

647-***-****

Thornhill, Ontario

PERSONAL PROFILE

RELIABLE, RESPONSIBLE, DEDICATED EXECUTIVE ASSISTANT with 10+ years of experience coordinating, planning and supporting daily operational and administrative functions. Excels at providing comprehensive support for executive-level staff, scheduling meetings, arranging travel, and managing all essential tasks. Adept at developing and maintaining administrative processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives. Highly focused in supporting complex operations, identifying goals and priorities, and resolving issues in initial stages. Proven track record of accurately completing research, reporting, information management, and marketing-support activities within demanding deadlines.

PROFESSIONAL SKILLS

Extremely organized, with high attention to details

Strong analytical, critical and creative thinking skills

Accustomed to operated in fast-paced environments

Excellent verbal & written communication skills

Solid knowledge of planning, records management and general office administration

Ability to relate to and work with people at all levels of the organization

Strong interpersonal relationship building with both internal and external stakeholders

Flexible and versatile with the aptitude to work independently and take initiative

Expert in preparation of documents, presentations and spreadsheets

Excellent understanding of organizational policies, procedures and protocols

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Internet research and Salesforce

EMPLOYMENT HISTORY

Temple Sinai, Toronto November 2017 - present

Executive Assistant/Office and Operations Manager

Manage Executive Director’s calendar;

Reconcile monthly credit card expenses;

Work cross functionally as part of a team with other departments;

Oversee day-to-day operations throughout the facility and ensure that all Temple events run smoothly and in an efficient manner;

Provide administrative support to Executive Director and all leadership/management committees;

Ensure that all operational and administrative processes are running efficiently and effectively and develop recommendations for improvement as warranted;

Prepare monthly rental invoices;

Follow up with vendors to ensure receipt of payment in timely manner;

Supervise 4 administrative staff and work to implement and manage office systems;

Maintain and manage the Temple wide Master calendar;

Liaise with caterers to ensure that all congregant events are successful;

Maintain log of all internal catered functions for yearend audit;

Assist Executive Director in preparing a yearly budget;

Prepare reports, correspondence and coordinate execution of various documents;

Take minutes at monthly Board of Directors meetings.

Holy Blossom Temple, Toronto November 2013 – November 2017

Membership Coordinator/Project Coordinator

Communicate with prospective members, sending out membership information and respond to inquiries about new or existing membership;

Meticulously maintain the membership database and files, including financial information pertaining to membership fees of all members;

Coordinate confidential requests for dues assistance, liaising with lay leadership as required;

Actively involved in the membership renewal process, including production of materials and member invoices;

Assist in organizing events to attract new members & volunteer appreciation events;

Coordinate development of membership marketing materials and implement membership recruitment efforts;

Prepare materials for monthly Board of Directors meetings;

Manage Yahrzeit database;

Oversee the timely distribution of Yahrzeit letters and emails.

Canadian Jewish Political Affairs Committee, Toronto March 2010 – November 2013

Office Administrator

Responsible for providing high-level administrative support to Senior Advisory Board Members and staff to ensure office efficiencies;

Effectively organized, coordinated and orchestrated events and large functions, including flight and hotel bookings and managing several vendors;

Maintained, organized and updated the database of CJPAC members/donors/volunteers/political contacts through data entry, producing reports and performing regular audits;

Managed the relationship with high-level donors, process donations, pledges and payments, and professionally responded to queries to ensure continued monetary support;

Processed financial transactions including verifying and authorizing invoices;

Diligently planned and prepared for Advisory Board meetings, involving the formulation and compilation of financial and legal reports, and taking minutes;

Established and maintained the office workflow including mail merge and mass mailings, proof correspondence, office supply purchases and update filing system;

Acted as the liaison for IT and vendors to ensure all equipment is maintained and fully functional.

BDO CANADA LLP, Markham 2008

Administrative Assistant

Responsible for providing high-level administrative support to 3 partners (2 tax, 1 audit);

Diligently prepared all financial statements using Caseview and Profile tax programs;

Effectively compiled personal income tax packages which included verifying personal and financial information, inputting into database and preparing clients’ packages;

Consistently managed invoices for the accounting department, reviewed manual statements and prepared invoices using Puma time and accounting systems;

Supported the reception team by providing periodic relief, using the multi-line phone system.

UJA Federation - Board of Jewish Education, Toronto 2007

Executive Assistant

Responsible for providing high-level administrative support to the Senior VP, managing all related calendar scheduling activities and coordinating all travel arrangements;

Carefully tracked all the Senior VP expenses, verified credit card statements, investigated discrepancies and submitted invoice to the accounting department;

Created valuable presentations, programs and booklets using MS Power Point and MS Word;

Efficiently recorded minutes at monthly principals’ meetings and distributed to attendees;

Assisted with organizing after school programs for 8 schools with approximately 200 students.

EDUCATION AND PROFESSIONAL DEVELOPMENT

Bachelor of Arts, Political Science and Art History 1998-2001

Hebrew University, Israel

Yael Scutaru

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