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Executive Assistant Administrative

Location:
Brampton, Ontario, Canada
Posted:
September 05, 2019

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Resume:

MITOS CABALLES

ac99tk@r.postjobfree.com

416-***-****

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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