Executive Assistant Administrative
Resume:
MITOS CABALLES
******.*****@*****.***
http://www.linkedin.com/in/mitos-caballes-bb86083b
OBJECTIVE
To provide esteemed quality service and professionalism as a specialized Executive / Administrative Assistant.
SKILLS
Detail oriented team player focusing on providing extensive high level business administration support to divisional heads
Over 25 years progressive experience as Executive Assistant to high level leadership team members, and collaborating with global partners
An effective team player with a passion to uphold team cohesiveness through clear communication and employee engagement
Can fluently communicate in English, Spanish and Filipino
EXPERIENCE
IFG - International Financial Group
(on contract at Microsoft Canada, Inc. in Mississauga
as Executive Group Business Administrator)
March 11, 2019 to present
Supporting six (6) Leadership Team members (Services) and managing their complex calendars
Arranging several complex national and international travel logistics and meeting coordination, while working within time constraints
Confident in tackling complex situations with good judgment and taking effective action in ambiguous situations.
Process weekly expense reports for all six senior managers
Event planning for over 200 attendees ensuring smooth & flawless virtual / video conference connections
Keeping monthly reporting and clearly communicating updates on time, on scheduled tasks and workflows to ensure rhythm of business is not hampered
Contract preparation
Data management and tracking assets
On-boarding new hires workflow (from recruitment, to interview scheduling, to setting up profile as new hire in systems to final coordination with IT and facilities for office setup)
Strong attention to detail and prioritization skills
Taking full ownership of tasks while still able to work in a team and delivering high quality results in a timely manner
Handle business processes and information with integrity & confidentiality
Volunteer Work
September 2018 to present
Planning & executing monthly fund-raising events for the Federation of Filipino Canadians of Brampton, and the Filipino Canadian Seniors Club of Brampton. Coordinating & encouraging participation from members of both organizations, scheduling transportation, planning meals, games and prizes. Organized Christmas events & a mini-concert featuring a well know Filipino artist, involving both organizations, contacted & scheduled other performers, coordinated with committees for games, prizes, entertainment, catering, audio-visual and facility logistics, as well as designed tickets & flyers.
EXPERIENCE (CONT’D)
As stage director in successfully organizing and launching “Pinoy Voice” (a musical talent show) on March 2nd, with weekly auditions until early June, with the Grand Final happening on June 15th. Designed flyers, posters, banner, registration forms, tickets & vouchers. Coordinated with vendors for sponsorship and prizes. Chairman’s assistant to coordinate with several committees & schedule weekly meetings, contact performers, recruit talents, schedule judges, and oversee logistics.
Coordinated with Mayor Patrick Brown’s office and Councillor Rowena Santos’ office, in the City of Brampton for two large Filipino community events for the month of June (Philippine Independence Day event along-side with Mayor Patrick Brown’s Halo-Halo event on June 13th, and the Fiesta Filipina in Brampton event on June 15th) with expected attendance of over 300 people for each event. Presenting at Brampton Council Meeting (Feb 13th) to speak on the contributions of the Filipino community to the City of Brampton. Conducting meetings & liaising with vendors, other community organizations & property managers for sponsorship, contacting performers, planning the schedule of events & logistics.
City of Brampton Age-Friendly Advisory Committee Member
GlaxoSmithKline (GSK)
December 1999 – July 2018
Executive Assistant to Finance VP, Business Development VP, Marketing VP, Communications & Linguistics Director, and on occasion supporting President
Managed hectic calendars, setup travel & accommodation plans for Leadership Team and Global Executives visits
Ensured accuracy & timeliness when processing weekly expense reports, and monthly Pension wire transfers
Strict adherence to corporate standards & policies, and budget goals
Coordinator for new hires and leavers, ensuring all coordinates / systems are ready for start day, and all equipment are returned prior to day of departure
Setup and management of Purchase Orders and invoices as necessary
Managing internal communication deployed onto intranet site, email company wide distribution, creation and management of share point sites
Managed fleet vehicles of Executive Leadership and responsible for maintaining accurate monthly reports and working closely with fleet company (ARI).
Previous project management experience (2 years) as Customer On-site Support Leader, supervising 15 team members
Personal Assistant to Secretary General (Head of ICLEI – Int’l Council for Local Environmental Initiatives)
January – December 1999
ICLEI is an international association of local governments in Asia, South America, Europe, Africa and North America that have made a commitment to sustainable development.
Managed Secretary General's, and Deputy Secretary's calendars, travel and expenses
Successfully organized meetings involving global key players and government delegates (including their individual travel and hotel accommodations, obtaining security approval and badges, and processed their expenses) – one particular meeting held at the United Nations in New York.
EXPERIENCE (CONT’D)
Event Planner / City of Toronto, Facilities Management Division
1992 - 1999
Liaised with government offices and non-profit organizations in the planning and launching of large scale events, including filming and city-wide events (i.e. Robocop; Taste of Danforth; Toronto Jazz Festival, First Night Toronto (aka New Years Eve celebration).
Working closely with various city departments (i.e. Facilities, Maintenance, Security, etc.) to ensure safety during each event, with strict adherence to city by-laws and procedures.
Admin Assistant / City of Toronto, Clerk’s Department
1990 - 1992
Prepared documents for submission to the Mayor of Toronto (Alan Tonks) and coordinated with multiple government organizations and Committees in planning meetings with City Councillors and Mayors within the Greater Toronto Area.
Legal Secretary / Gowling, Strathy & Henderson
1988 – 1990
Retrieved information pertaining to applications for patents & trademarks
Processed and submitted applications to the Ottawa Patents & Trademarks Head Office
Immigration Officer / Canadian Embassy (Philippines)
1984 – 1988
Reviewed & processed refugee and family class applications for permanent residency to Canada
Interviewed applicants and submitted recommendations to Head of Immigration for visa approval
EDUCATION
Completed degree in Bachelor of Science in Commerce, majored in Business Management at the
College of the Holy Spirit, Manila, Philippines
1975 – 1979
ACCOMPLISHMENTS
ENGAGEMENT & COLLABORATION
Creating share point sites for C-suite Leaders, Team members & support staff where meetings, agenda, discussions are easily accessible, thereby removing barriers and working smarter, not harder.
DRIVING RESULTS
Stepping out of my comfort zone to liaise with leaders from a different business environment to gather data and submit results within a limited time frame.
Expanding a team from 3 to 15 members to tackle various projects from start to finish with successful outcomes and longstanding commitments
OPEN MINDSET & EMBRACING CHANGE
Receptive to altering work assignments (my VPs constant change every 2 – 3 years), adapting to different management styles, and continually contributing toward team cohesiveness.
FORWARD THINKING
Avoiding waste of time by creating various distribution lists, meeting room group calendars, resource lists (i.e. travel (airports, time zones), accommodation (hotel chains, processes and WOW))
VOLUNTEER EXPERIENCE OR LEADERSHIP
Volunteered as Senior’s Companion for 2 years at the Victorian Order of Nurses
Community event planning, Kids Summer Vacation Bible School Lead & teacher, & participation as a church member at Greenhills Christian Fellowship
Community event planning & participation as a member of the Federation of Filipino Canadians of Brampton
Finance North American Lead of the Inclusion & Diversity Council of GSK
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