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Administrative Assistant Manager

Toronto, Ontario, Canada
February 21, 2019

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Toronto, ON Phone: 647-***-****


Administrative professional with over 10 years’ comprehensive experience coordinating and executing complex administrative activities in the public and private sectors.


Proficient in Microsoft Office Suite, Outlook Express, MS Visio, Adobe Software, MS Publisher, NetSuite, QueueMetrics, Appointment-Plus online appointment scheduling, Nightingale, posting and maintaining data on SharePoint portal, updating department, organizational and flowcharts using MS Visio, etc.

Extensive office management experience including new hire onboarding, coordinating with external vendors for equipment and facilities maintenance, creating filing systems, maintaining records, coordinating staff schedules, processing invoices and expenses, troubleshooting office admin. issues

Demonstrated ability to exercise sound judgment, make effective decisions and preserve confidentiality in executing responsibilities

Collaborative and skilled at building and maintaining strong working relationships with co-workers, management and external stakeholders

Effectively employ organizational and time management skills to prioritize workload and adhere to established timelines


Administrative Co-ordinator to

Vice President Community Health and Chief Professional Practice, Aug 2013 – Aug 2017

Scarborough Centre for Healthy Communities (SCHC), Toronto

Created and maintained key SCHC documents including organization chart, staff employee directory using MS Visio.

Prepared the on-call schedule, time shift and vacation schedule for medical staff of SCHC.

Compiled license renewal registration and insurance of health professional for submission to HR.

Prepared interview packages and coordinated candidate interviews.

Set up office space for new hires: created name plate, stocked office supplies, ordered entry fobs and site keys, ordered signature stamps, collected e-signatures for uploading into medical system (Nightingale). Prepared Survey Monkey templates for VP to compare the varying opinions of people.

Supported standing committee meetings by booking meeting rooms powered by Appointment-Plus online appointment scheduling, sending out calendar invites to all members, preparing and distributing agendas, meeting materials and preparing minutes. Posted and maintained data on SharePoint portal

Coordinated with IT and Finance to fulfill requests of client clinical records to send to doctor’s office or medical centres and for injury insurance claims to lawyer’s or insurance companies.

Ordered office/medical supplies and equipment, coordinated equipment maintenance and repair, ensured adequate stock of healthcare supplies were maintained.

Performed and documented annual inventory of medical/surgical equipment across SCHC in collaboration with VP and arranged for yearly maintenance (calibration) of equipment.

Prepared mileage expense forms, A/R and A/P forms, and processed corporate visa expenses for VP, Director and Managers and managed petty cash. Updated organization chart and flowcharts using MS Visio, etc. Prepared Event budget tracker for Hospice & Palliative Care & Caregiver Program

Handled correspondence, mailing, courier and distributed mail to staff.

Created flyers, posters, signs and ordered program brochures for staff.

Provided back-up support during lunch breaks and when needed for clinic reception (Medical Secretaries) using Nightingale to book patient appointments.

Client Service Co-ordinator Apr.2008-Jan 2009 (411 Local Search Corp.), Client Service Dept., Toronto

Worked in co-ordination with accounts receivable/client service representatives.

Retrieved agents’ call logs using QueueMetrics software to monitor and prepare reports/stats to analyze agents and calls which was then updated on the performance scoreboard.

Compiled weekly/monthly performance reports of CSRs based on call logs from QueueMetrics.

Prepared verification reports of sales orders and followed-up with clients on returned mail.

Prepared welcome letters, delinquency notices and reminders for outstanding dues.

Provided back-up support for reception during lunch break and supported all front desk functions.

Received/sorted/distributed incoming/outgoing mail, faxing and photocopying.

Assisted in preparing expense reports, ordered office supplies, organized/maintained files.

Administrative Assistant to Manager Mar 2008

Toyota Canada Inc., Customer Satisfaction Dept. Interaction Centre, Toronto

Received client request mail/faxes via the FacSys system and forwarded them to agents using Vista.

Reviewed and forwarded response and compliance letters maintaining data in Excel and Access.

Received Incoming cheques, prepared cheque requisition forms and mailed goodwill cheques to clients.

Scanned, saved and uploaded incoming postal mail and priority cases in Vista system to agents.

Secretary to Assistant Director, Technical Support Division Jan. 2001-Jul. 2007

Kuwait University Center of Information Systems, Kuwait

Provided administrative support to Assistant Director.

Scheduled appointments and maintained accurate, up-to-date confidential client files.

Typed purchase order forms, activity reports, RFQs/RFPs of computer hardware, meeting agendas.

Compiled documents such as future plans, project status reports and business continuity plans and budget allocation to record commitments and expenditures.

Prepared list of computer hardware approved orders for various colleges/departments.

Prepared organization charts, vacation schedules and updated department’s telephone list.

Handled electronic and manual filing systems in addition to faxing/scanning and binding documents.

Secretary to Manager Sep.1992-Jan. 2001

Kuwait University Computer Services, Professional Development Department

Provided secretarial support to department Manager.

Registered students for computer courses and provided exemplary service to all customers.

Attended to course queries, handled phone inquiries with friendliness and professionalism.

Designed and prepared certificates, course schedules, syllabuses and handouts of course materials.


Trained on Nightingale and Comply Track, SCHC, Toronto Nov 2013

Completed QuickBooks Course of 11-sessions, TDSB, Toronto Nov 2013

Professional Office Administration, YWCA Women’s Employment Centre, Toronto Aug 2012

Document Management Training/MS Office, Kuwait University, Kuwait July 2007

Secretarial Diploma, Davar’s College of Commerce, Bombay, India


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