Confident Executive Assistant with 15 + years of senior level experience creating reports, outstanding organization, prioritizing and multi-tasking skills while maintaining the utmost confidentiality.
Summary of Qualifications
Over 15 years of administrative and customer service experience including 3 years at the C-Suite level.
Typing speed 65 wpm.
Intermediate user of MS Office (Outlook, Word, Excel, PowerPoint) & Internet programs).
Fluent in English, Hindi, Gujarati, Swahili and basic knowledge of French.
Self-starter with leadership skills and with a proactive approach to problem-solving.
Result oriented with strong time management skills.
Flexible, responsive with strong organization skills and the ability to manage complex calendars.
Excellent communication skills, strong attention to detail, scheduling conferences / meetings and coordinating travel arrangements.
Executive Assistant to Vice President and COO (12 month contract) Aug 2017 – Sep 2018
Performed administrative duties including data entry, filing, faxing, photocopying, answering phone calls.
Submitted health claims, reconciled and prepared expense reports for reimbursement.
Conducted research to prepare, gather and proof briefing materials and agendas for all executive-level meetings.
Developed and maintained an alert system for upcoming deadlines on incoming requests and projects and events.
Managed both executives' local & international travel arrangements including visa applications, flights, hotels and limo reservations.
Scheduled personal appointments and followed up on requests.
Managed both executives’ complex and frequently changing calendars and activities on a daily basis.
Liaised with all levels and departments of the company and represented the COO in a positive and professional manner at all times.
Organized meetings, special events and catering.
Maintained filing in online form and eliminated paper records where possible.
Reviewed incoming communications, including emails and calls; where appropriate, summarized, prepared responses and/or redirected to the appropriate person/department.
Maintained office supply.
Maintained all equipment and tools in good order and worked directly with IS to resolve any issues
Provided backup to other administrators and helped other executives on the team as required.
Office Administrator (Temporary contract) Nov 2016 – Feb 2017
Ainsworth Power Construction Inc.
Assisted Project Coordinator with electric pole installation project.
Organized, completed and scanned documents in packages and scheduled daily assignments for field crew.
Handled customer calls regarding power outages and escalated to appropriate site contractor.
Entered data into Excel for cost of materials into work orders for Billing Department.
Applied for and tracked approval of permits for pole removal/ installations.
Used Google Maps to locate and draw maps for pole locations.
Maintained and updated project site files in Word and Excel.
Ordered all office supplies and other project supplies as needed.
Performed other administrative duties such as filing, photocopying, printing and scanning.
Executive Assistant Feb 2013 – Dec 2015
Performed team management and administrative duties including data entry, filing, faxing, statistical reporting, photocopying, answering phone calls and meeting minute preparation.
Created expense reports, invoices and processed expense claims for reimbursement.
Prepared and presented PowerPoint presentations for clients.
Conducted research to prepare, gather and proof briefing materials, agendas for all executive-level meetings.
Distributed company-wide announcements, booked meeting rooms and coordinated catering.
Managed the Director’s complex and frequently changing international travel arrangements and coordinated pre-planning of trips.
Scheduled appointments and maintained calendars for the Director.
Managed time sensitive deadlines effectively.
Provided excellent customer service.
Key Achievements: Received Silver Rating Award in customer service. The award was received as a result of increased clientele and customer satisfaction. Provided exceptional customer service in client needs assessment and updated Country Guide thus providing consumers with relevant local information.
Administrative Assistant Sept 2000 – Jun 2012
City of Toronto
Provided administrative support to a team of 15-20 social services supervisors. Duties included timely and accurate data entry, filing, faxing, photocopying, distribution of mail and inbound calls.
Researched and compiled required information for case workers and analyzed, performed calculations and corrected statistical summaries and performance evaluations.
Composed and formatted correspondence, complex reports, charts, tables and presentation material.
Maintained confidential manuals and computerized filing and retrieval system.
Prepared cheques and drug benefit cards reports for approvals.
Resolved client and staff complaints with professionalism, tact and diplomacy.
Education/ Professional Development
Occupational Health & Safety, Customer Service & Microsoft Office Certificate 2010
City of Toronto
Medical Office & Laboratory Assisting Diploma 1995
Career Canada College
Secretarial Studies & Microsoft Office Suite, Book Keeping 1991
Kenya Commercial College