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Executive Assistant Manager

Toronto, Ontario, M1K 1S1, Canada
May 05, 2019

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Callista Sandiford

**** ********** ****

Scarborough, Ontario, M1K 1S1

Phone: 416-***-****




Human Resources

• Developed effective Business Practices; Employment and Harassment Training Manual

•Developed Performance Managing Systems (Metrics), Employee Manual and Contracts

•Recruiting, Interviewing, Hiring, Employee Review, Suspension, Investigation, and Termination

• Conflict resolution, creation of Warning Letters, Job Descriptions, Benefits Management, tracking Sick Days and monitoring approval of Vacation Days; Downsizing; Change in Management and Training, ESA, WSIB, Health and Safety and Human Rights

Business/Operations/Training / Management

• Supervised staff and ensured documentation of all system procedures

• Developed and maintained various operating procedures for business; including the creation of an administrative manual and test for all administrative staff, which had to be completed and passed, during their probationary period

• Analyzed policies and ensured compliance to guidelines.

• Trained staff in company policies and procedures

• Performed audit and approved all invoices

• Monitored and controlled all department activities; including, Administration, Accounting, Sales and Marketing and IT

• Maintained effective relationships with staff members: including weekly meetings with Administrative and Sales and Marketing staff

Legal Experience

•5 years’ experience while in University working for Corporate Law Firm, which included; Corporate Contracts, Taxation and Real Estate

•Managed document collection in each transaction and lead team to ensure appropriate documents are received and in proper order for all transactions

•Facilities Management, Billing, Contract review and management, Revenue Canada remittances

• Assisted with the preparation of documents relating to real property transfers and leases

Executive Assistance

• Managed/Scheduled/Organized Board of Directors Meetings, Special Events, corporate agendas and itineraries

Calendars, Expenses and Travel Arrangements, i.e., Flights, Car Rentals, Hotels, for Senior Level Executives

• Screened and prioritized email and phone messages

• Liaison between all impacted departments to ensure proper communications and reporting practices

• Planned and coordinated corporate luncheons, and develop presentations for related on-site and off-site meetings, minute taking, recorded minutes in log books, prepared minutes, resolutions, maintained Minute Books, Corporate Government Remittances

Accounting Skills

•Monitored and administered Bi-Weekly Payroll and Employee Benefits, Government Remittances, T4 Summaries,

Bookkeeping, Banking, Credit Card Processing, Reconciliations, Annual Budget, Expense Reports, A/R, Collections and Database Management

Computer Skills

•Created and maintained database with IT personnel and maintained/updated Internet and Intranet

•Experienced with Word, Excel, Outlook, PowerPoint, Access, Visio, Project, SharePoint, FrontPage, WordPerfect, Googled, Internetworking, WordPress, Adobe, Adobe Photoshop, Simply Accounting, ACCPAC, QuickBooks, Account Edge, MYOB, ADP, SLX, Salestactix, Salesforce, Lotus Notes and other Electronic Calendar Software;

Employment History:

Business/Human Resources Consultant/Project Management Position at Medical Firm 03/2014 – 4/2019

Contract Position

• Created Company Policies and Procedures Manual, Employee Manual, Employee Contracts, Employee Evaluation Metrics

•Created Job descriptions with competitive Pay Scale; assisted with the creation/maintenance of web site

•Created Budgets, Projections, etc.; created Marketing and Sales and Promotional materials

Medshire Services 12/2011 – 12/2013

Legal Executive Assistant/Business/Operations/Property Manager

•Managed Calendar and Travel arrangements for the President; Executed all Lease Documentation, i.e., Offer to Lease, Addendums, Increases, etc.; Coordinated Meetings and materials required, i.e., Minutes, Resolutions, etc.; Monitored and created Invoices, Billings, Disbursements, including coding for Accounting; Managed day to day activities; managed all Daily Collections activities

Business/Human Resources Consultant Position at Corporate Law Firm 08/2011 – 12/2011

Contract Position

•Created Company Policies and Procedures Manual, Employee Manual and Employee Contracts

• Created Employee Evaluation Metrics, Job descriptions with competitive Pay Scale

•Reviewed office processes; created and implemented office processes to ensure the highest level of efficiency

Lamar Transit Advertising 02/2005 – 07/2011

Manager of Business Administration Human Resources and Operations/ Executive Assistant to the General Manager

•Executive Assistant to GM; Managed daily activities of the GM, i.e., calendar management, meeting preparation, correspondence, expenses, mail, filing, reservations and travel arrangements, when required; Minute taking, recorded minutes in log book, prepared minutes for the Board

•Supervised administrative and sales staff; including all Office Managers and HR Managers located in North America

•Processed and executed all contracts and documentation, i.e., Billing Instructions, Addendums, etc.

•Ran/created weekly reports including; Collections DSO, Weekly Sales, Sales to-date Vs. Projection, Payroll, Conflict Issues, etc.

•Created/maintained marketing materials, PowerPoint presentations, PDF files, corporate events, trade shows,

company events; Managed reoccurring credit card and cheque payments from clients;

The Law Foundation of Ontario 6 Months (Contract position)

Legal Executive Assistant to the Executive Director /Administrative Manager (Grants & Communications)

•Executive Assistant to the Executive Director; Managed daily activities including; calendar management, preparation for the Board of Directors Meeting, correspondence, expenses, mail, filing, reservations and travel arrangements, when required

•Created processes and procedures for Grant Recipients, reconciliations and payment schedules for Grantees

•Maintained, edited and updated Website and Intranet

•Preparation of the Annual Report; Prepared minutes, recorded minutes in log, took minutes, agendas, correspondence, spreadsheets and Presentations for the Committee

SPMgroup Ltd. 04/2002 – 04/2004

Administrative/Operations/Human Resources Manager/Executive Assistant to the President & Vice President /Project Coordinator

•Executive Assistant to President and Vice President; calendar and travel management, expense tracking, correspondence, reservations, bookings, presentations, conferences and conference calls, minutes,

•Managed all corporate events, seminars, courses, marketing blitzes and company events, payroll, recruiting, benefits, etc.

•Created financial reports, spreadsheets, records, database management; Human Resources, i.e. creation of Employee Manual; project management, strategic planning, budgeting, customer service, enrolment for PMP courses

•Research, recruiting, created presentations, RFP’s, charts, processes, metrics; Maintained company Intranet and web site


•Bachelors with Honors - University of Toronto – English and Business Administration •Bachelors with Honors - Centennial College – Accounting and Human Resources Management •Diploma O.A.C. York Memorial Collegiate


•Project Coordinator Certification – The Strategic Coach; ‘Tools & Techniques’, Project Management Course; 'The Full Scope', Project Management Course; ’Conflict Resolution’, Human Resources Course

References are available upon request.

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