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Executive Assistant Administrative

Markham, ON, Canada
March 08, 2019

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Apt. ***, **** Lawrence Avenue West, Toronto, ON M6L 1B5

Wireless: 437-***-**** E-mail:


Administrative Assistant with 10+ years of experience in office management, administration support, and Human Resources that thrives in a demanding, fast-paced environment

Contribution to successful operations of various private sector companies by streamlining process to increase productivity

Knowledge in handling confidential matters and proprietary information

Computer literacy: Microsoft Office-Word, Excel, Power- Point,Outlook,Sap coordinating video and Audio Conference Calls and creating and maintaining databases

Core Strengths

Administrative support to CEO, Managing Director; manages the day- to- day schedules, including setting up and maintaining appointments and calendar management.

Plan meetings conference calls with internal and external clients.

Coordinates Travel arrangements, visa, and overseas insurance. Prepares and submits expenses and claims for executive team, ensuring timely payment settlement.

Performing variety of functions (e.g. word processing, copying, file maintenance, prioritizing mails, faxes, office supply ordering, caterings, etc.)

Responsible for the efficient direction of telephone calls and visitors in courteous manner and notify appropriate personnel of visitors.

Create Invoices and co-ordinate with Insurance firm for manual & online payments. Deal with major Insurance organization (Green Shield, Great West, Manulife, Industrial Alliance, Desjardins Insurance, etc)

Plan and execute office parties and Social events.

Oversee contract and price negotiations with office vendors and providers.

Process vendor payments for finance.

Assist in special projects as required.

Perform other duties and provides other relevant support as required and requested.

Professional Experience

Administrative / Executive Assistant

Dev Enterprise, Toronto, ON Jan. 2018 - Present

Coordinate executive communications, including taking calls, interfacing with clients. Maintaining contact lists.

Prepare and monitor invoices. Coordinate with Insurance firm (Green Shield, Great West, Manulife, Industrial Alliance, Desjardins Insurance, etc) for manual & online payment. Provide supportive documents.

Maintain an organized filing system of paper and electronic documents.

Organize travel, visa, forex, Insurance, hotel & car arrangements for senior managers.

Submit and reconcile expense reports with accounts department..

Maintain calendar management organizes meetings and appointments accordingly.

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Coordinate repairs to office equipment.

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Contribute to team effort by accomplishing related results as needed.

Arrange corporate events such as Xmas party, monthly birthday, pot luck, employee of the month and staff appreciation events.

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Professional Experience Cont’d.

Executive Assistant Managing Director - CEO

Essar ports Ltd, India-Mumbai Dec. 2006 - Nov 2017

Perform various administrative tasks as required.

Serve as point-of-contact for cooperate staff and clients.

Maintain Executive’s calendar, screen incoming calls and greet visitors. Coordinates meeting and conference calls with business partners in different time zone for (UK, Canada, Dubai, Mozambique, Mauritius)

Schedule and manage travel requirements. Prepare review and track invoices and expense reports.

Read and route incoming email and faxes.

Maintaining and following up on action items, familiar with business to anticipate needs.

Purchase and maintain supplies.

Manages inquires and work directed to the appropriate individuals.

SPOC-(Single point contact) for Cooperate Credit Card –Amex Card

SPOC for entire Essar Ports Division-(650 employees) Medical Insurance benefit to employees.

SPOC for travel insurance, forex and international tickets for Essar Ports Employees.

Arranging Cooperate events (i.e. Diwali celebration, Independence Day, Xmas party, Group Founders Day, Monthly employee’s Birthday celebration.

Administrative Assistant to CEO & Head Underwriter Oct 2005 -Nov 2006

TATA-AIG Insurance Co

Assist the Supervisor on all administrative duties.

Assist in the monitoring of results of productivity and file handling.

Monitor daily telephone and performance target.

Process escalated claims issues as required.

Follow up with Insurance Adjuster’s to obtain authorization and extension, including claims fallow up as required.

Process reservation received by phone, email, internet and fax in a timely manner as required.

Customer Service Representative

Ford Motor, India - Mumbai Sept. 2004 – Sept 2005

Open and maintain customer accounts by recording account information

Resolve product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution

Maintain financial accounts by processing customer adjustments. Compile reports on overall customer satisfaction

Prepare product or service reports by collecting and analyzing customer information

Build sustainable relationships of trust through open and interactive communication.

Provide accurate, valid and complete information by using the right methods/tools.

Keep records of customer interactions, process customer accounts and file documents

Follow communication procedures, guidelines and policies

Inform customer of deals and promotions.


Master’s Degree in - 2005

Bachelor’s Degree - Commerce Stream

Mumbai University, India - 2002

Awards: Employee of the month.

Award: Amex Cooperate Credit Card Safety Award.

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