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Executive Assistant Administrative

Location:
Toronto, Ontario, Canada
Salary:
$54,000
Posted:
February 28, 2019

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Resume:

Terese Okrent 416-***-**** ac8m2w@r.postjobfree.com

Resourceful Executive Assistant with Legal and Project Experience

—Consistently Rated Distinguished—

SUMMARY OF QUALIFICATIONS

5+ years’ experience supporting executives in highly demanding environments

Excels at analyzing workspaces and making them more efficient through strong organizational and problem-solving skills

Skilful at co-ordinating complex global travel itineraries and logistics for high-level meetings

Consistently delivers projects on time and within budget, resulting in satisfied stakeholders

Communicates confidently at all levels and excels at building strong collaborative relationships throughout the organization

Designs reliable and accurate file management systems that notify individuals of important dates to keep things on schedule

Promotes and identifies best practices for procurement, resulting in expense reductions totaling $81,000+

Demonstrates strong leadership ability with a keen eye for detail that contributes to successful delivery of initiatives

ADDITIONAL SKILLS

Technical Proficiencies: MS Project, PowerPoint, Word, Excel, Outlook, Google Docs, Visio, Twitter, LinkedIn, Facebook, SAP, Concur, ZOOM, Skype, troubleshoot computer issues, SharePoint, Adobe and WordPress

Exceptional schedule management

Expense and budget management

Procurement and contract management

Strong research and report writing

Excellent customer service

Effective event planning

EDUCATION

Project Management Certificate, University of Toronto

Executive Assistant Certificate, George Brown College

Bachelor of Business Management, Ryerson University

Legal Assistant Certificate, George Brown College

WORK EXPERIENCE

PRICEWATERHOUSECOOPERS, Toronto Nov 2018 – Jan 2019

Executive-Legal Assistant (contract)

Executive Assistant responsibilities in addition to the following:

Assisted attorneys with submitting billable hours, course registration and recording/verifying CPD hours for accreditation

Booked travel, prepared legal documents and handled highly confidential information for examination of discovery sessions

Troubleshot with IT departments on time sensitive issues, which included workaround solutions

Resolved issues related to administrative processes impacting the legal department

Accomplishment(s): Received numerous recognitions for a well-organized holiday luncheon

BRENNTAG CANADA INC., Toronto Jan 2018 – July 2018

Executive Assistant to the President and Executive Team

Managed a complex schedule for the President

Handled logistics for meetings of up to 28 attendees: reserved boardrooms, arranged IT requirements (conference calls, network connectivity, video conferencing), and catering

Created high-level PowerPoint presentations and business correspondence

Efficiently handled highly sensitive matters with discretion and tact, such as a large-scale acquisition

Automated the contract filing system to one that notified contract owners of renewal dates

Processed multimillion-dollar contracts and monthly expense claims for the executive team

Organized a Canada-wide roadshow: created the itinerary, made travel arrangements, and liaised with participants

Created the expense plan and budget for the V.A.S. training session approved by the President

Modernized the look of corporate correspondence

Handled time sensitive exchange rate updates with a sense of urgency: posted new rate on the intranet and notified those affected

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Accomplishments:

Planned and co-ordinated a three-day National Sales Conference on a tight timeline. This included a budget that exceeded $200,000 and 120+ deliverables that encompassed the following areas: promotions, entertainment, catering, and travel

Redesigned the contract management process and trained users, resulting in a 52% increase in processing efficiency

Spearheaded the Travel and Expense Management project: conducted a cost-benefit analysis, presented findings and recommendations to the President and Executive Team

Terese Okrent 416-***-**** ac8m2w@r.postjobfree.com

ROYAL BANK, Investor & Treasury Services, Client Operations, Toronto June 2017 – Oct 2017

Executive Administrative Assistant to the Vice President (contract)

Managed a complex schedule for the Vice President

Created high-level business correspondence and PowerPoint presentations

Compiled a budget, using data from seven departments approved by the Global Head in England

Served as representative and liaison for domestic as well as international executives, and stakeholders

Provided support to global leaders visiting from Malaysia, Italy, UK, and Luxembourg

Sourced and reserved boardrooms across RBC locations within Ontario for meetings involving up to 160 attendees

Co-ordinated logistics for meetings: arranged IT requirements (video conferencing, network connectivity, and (international) conference calls across three time zones), and catering

Reconciled expense reports and assisted with invoice processing

Created high-level organizational chart using VISIO

Took minutes at brainstorming session and wrote the executive team’s action plan

Assumed analyst duties for processing staffing requests that saved a headcount

Accomplishments: Trained users on the Staffing Request Process that resulted in decreased errors and increased approval rate

SCOTIABANK, Toronto April 2006 – June 2017

Senior Administrative Assistant to the Vice President, W.M.T.S.

Proactively managed complex executive schedule

Handled logistics for meetings of up to 75 attendees: reserved boardrooms, arranged IT requirements (conference calls, video conferencing, network connectivity), and catering

Restructured the agency contractor filing system to an automated one that notified contract owners of renewal dates

Created and edited high-level correspondence, such as itineraries, memos, agendas, and research reports

Managed the contract administration process: monitored a $1 million-plus budget and assumed control officer responsibilities

Maintained headcount tracking reports and other electronic files

Prepared and reconciled expense reports

Identified and implemented a process to expedite overdue agency invoices in collaboration with the Comptroller

Recorded and distributed project meeting minutes, maintained action logs, and managed project costs

Increased workflow efficiency by training users on departmental policies and procedures

Maintained SharePoint site

Accomplishments:

Successfully led special projects sponsored by the executive branch: the contractor onboarding and offboarding process, automated the contract management system, streamlined the mobile system, and upgraded the email system

Led a research project to determine laptop requirements for business and programmer analysts by: researching the products of select vendors, creating a cost-benefit analysis report, and making purchase recommendations

Prevented a multimillion-dollar project from further derailment by resolving a logistical issue

Senior Administrative Assistant to Management and Teams, T.A.G.

Floor administration and reception management duties, such as greeting visitors, distributing mail, and handling queries

Created PowerPoint presentations for Town Halls

Updated organizational charts and floor plans

Managed procurement matters, such as negotiating favourable pricing for contracts and creating purchase orders

Co-ordinated logistics for: changes in employee work status that included new hires and vendor employees

Created cost allocation agreements and set up billing arrangements

Processed telephone Move, Add, Change requests

Managed inventory for office supplies, laptops, and communication devices

Served as key contact for facilities matters

Oversaw the Fire Safety Team and conducted floor inspections

Trained new hires on the administrative assistant role

Reviewed and edited the Security Administrative Processes report on behalf of manager

Accomplishments:

Project lead for a complex office relocation of 250+ employees

Promoted and co-ordinated logistics for a CPR training session involving 68 attendees across three departments



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