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Executive Assistant Office

Ajax, Ontario, Canada
February 26, 2019

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Melanie Moyer



•Over 10 years of Executive Assistant experience in various industries

•Successfully Designed and Project Managed 2 office locations working with budgets of $100K - $1M

•Director level decision making; contract and lease negotiations to staff recruitment

•Extensive Event Planning and Team Building experience

•Solid time management skills, consistently meeting tight deadlines

•10 years+ organizing international and domestic travel, multiple time zones

•Advanced abilities in Microsoft Office Suite, Slack, PeopleSoft, AS400, Concur, Cognos & Dayforce

Executive Assistant Dec 2018-Present

Nationwide Group (contract)

Manage schedule of the President (he works remotely)

Heavy calendar management

Attend and minute all meetings on behalf of the President

Follow up an all action items requested

Maintain and nourish relationships with Executive Team on behalf of the President

Event coordination

Executive Assistant/Corporate Communications Jun 2017-Jun 2018

Shiseido (maternity contract)

Handle all administration for the office of the President

Point of contact between the President and staff, retailer partners

Created all corporate presentations for retailers and global staff visitors

Executed written correspondence and send corporate communications

Liaison for all corporately sponsored charity programs (LGFB, CAMH, etc)

Coordinated and produced reports, presentations and briefs

Attended meetings on behalf of the President to document action items

Extensive global travel arrangement

Managed all aspects of Presidents calendar

Executive Assistant

Nine West Canada Nov 2016 – Jun 2017

Managed all administration for the office of the President

Point of contact for NY office, retailers and staff

Prepared presentations for AGM and Town Halls

Attended vendor meetings to log notes and manage presentations

Organized travel for entire Executive Team (Market week)

Back up admin support for buyers – submitting retail & wholesale orders

Provided assistance for corporate downsizing prior to bankruptcy

Administrative Assistant/Coordinator, Manufacturing Dec 2015-Feb 2017

Redpath Sugar Ltd. (maternity contract)

Meeting and calendar coordination

Provided administrative support to the manufacturing operations group.

Human Resources generalist

Prepared bi-weekly and monthly departmental presentations

Point of contact for Union Grievances and follow ups

Organization of company events (summer BBQ, Christmas Party, Take Your Kids to Work Day etc)

Responsible for Corporate Wellness (flu shots, yoga program, etc.)

Executive Assistant/HR Generalist - President Jun 2014-Mar 2015

Winters Instruments

Organized all aspects of international and domestic travel (including VISA applications)

Project Managed a 4000 sq ft. / $1M office expansion/construction

Arranged quarterly social events/activities/AGM across multiple time zones

Worked with hiring managers to develop job descriptions

Recruit, interview and select applicants

Conducted exit interviews to identify reasons for employee terminations

Onboarding for all new employees

Handled all aspects of WSIB claims and submissions

Write & revised company policies and procedures

Managed all office contracts: landscaping, cleaners, facilities etc.

Prepared and approve expense reports (International currencies)

Executive Assistant - Director, North America / Office Manager Nov 2006-Nov 2012

John Laing

Managed electronic schedule for Director of North America

Extensive travel arrangements for CDN office (International & Domestic)

Successfully opened JL offices in Toronto & Vancouver

Project Managed new office construction (2 locations)

Established all JL suppliers for North America

Annual negotiations of corporate rates (Toronto, Vancouver, Kelowna, NY)

Oversaw all aspects of team building, CSR and corporate networking events

Marketing - Liaise with UK to ensure Laing is properly represented at all functions

Negotiated and managed corporate Rogers account

Liaise with Oxford Properties (cleaning, office maintenance, security, insurance)

HR Assistant

Researched and implemented health benefit program for Canada

Created internal benefits and compensation process

Benefits Administrator - GWL

Researched and organized all aspects of outsourced training facilities for Canadian employees

Liaised with HR (UK) for all new hires, mat leaves and employee exits

Prepared new contracts and handled all onboarding for relocated employees

Ensured all company policies meet with Canadian standards and Human Rights Code

Executive Assistant – Vice President, Sales & Marketing & Director Mar 2005-Apr 2006

Metro Toronto Convention Centre (maternity contract)

Scheduled and coordinated appointments, meetings & conference calls

Coordinated all travel arrangements (International & Domestic)

Assisted with promotional products distribution / client appreciation functions

Handled business correspondence and managed internal and external communications

Prepared weekly and monthly sales reports for the team and executives through EBMS system

Completed special projects such as research on industry trends and information on prospecting international meetings

Prepared PowerPoint presentations for committee meetings, compiled data for marketing plans and annual reports


Principles of Buying

Principles of Quality

Success Business College - Office Administration Program

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