Executive Assistant Vice President
Resume:
TONI WRAY
Mississauga, ON L5L 3V4
A highly motivated and knowledgeable Administrative Professional with
extensive experience in the corporate world. Conceptualizes and implements
new strategies to meet company objectives. Goal-oriented with excellent
interpersonal, organizational and managerial skills. Demonstrates capacity
to motivate people and ensures that information is developed and procedures
are delivered within deadlines. Confidently interacts with people at all
levels of the organization.
PROFESSIONAL EXPERIENCE
MAPLE LEAF FOODS Mar/10 - Present
EXECUTIVE ASSISTANT TO VICE PRESIDENT, INFORMATION SOLUTIONS (IT)
Provides administrative assistance to Vice President as well as their
senior directors and director level staff which includes:
. Schedule co-ordination
. Meeting organization
. Travel arrangements
. Preparation of Expense Reports for several individuals
. Maintaining filing system
. Working on confidential matters
. Tracking of vacation and sick time
. Maintain shared resources for IS - e.g. Proxima units, Rocket sticks,
SIM cards
. Prepare and distribute documents for meetings
. Respond to and manage voicemail as required
. Support the Information Solutions Leadership Team as contact for
couriers, faxes, travel arrangements, incoming/outgoing mail,
stationery requisitions, conference call coordination, on-boarding of
new team members
. Coordination of off-site conference attendees, including
registrations, hotel bookings, flights, itineraries, lists of need to
know items, i.e. Blackberry PIN nos., etc.
. Participate in one-off projects assigned and various other duties as
needed
. Assist several VPs and Sr. Directors within the IS organization
. Work closely with other assistants to provide support as needed
. Weekly Timesheets
. Reception relief
. Paystub sorting and distribution
. Reconciliation of Rogers billings for Rocket sticks
. Pre-reads - printing and distribution of next day's meeting reading
. Ordering of lunches for meetings
. Member of IS Social Committee
MOTHER PARKERS TEA & COFFEE INC. Dec/07 - Sept/08
EXECUTIVE ASSISTANT TO EXECUTIVE VICE PRESIDENT AND CHIEF OPERATING OFFICER
. Preparing high level meeting packages for the company's Board of
Advisors
. Maintaining the Executive Vice President's calendar
. Extensive Co-ordination of several senior executives' calendars for in-
house meetings and conference calls
. Responsible for day to day functions of the Executive Vice President's
office, photocopying, faxing, e-mail, telephone calls, general
administrative duties
. Assisting members of the General Management Committee with
administrative requirements as required
. Arranging off-site meetings including hotel reservations, menu and
event planning for the Senior Management of the company
. Travel and hotel arrangements at times involving extensive and
complicated itineraries for several individuals
. Maintaining minute books for several subsidiary companies (23 in
total) and ensuring all reporting requirements are up to date
. Tracking of various contracts and agreements until fully executed and
maintaining filing system for same and all other legal documentation
. Key liaison with insurance brokers in Canada and the U.S. and
obtaining insurance certificates for customers as required
. Preparation of expense reports
. Creating Power Point presentations
CANADIAN IMPERIAL BANK OF COMMERCE (Contract Position) Sep/07-Dec/07
TRAINING & COMMUNICATIONS ASSISTANT
. Responsible for bank-wide communications regarding training sessions
for employees involved in Control Division regulatory work
. Maintenance of the group's project schedules and ensuring projects
were updated on a weekly or monthly basis with regard to completion
dates
. Acting as the communications hub for all inquiries regarding training
sessions and materials
. Extensive scheduling of meetings and training sessions involving a
multitude of calendars
. Assisting in other projects on an ad hoc basis
GLUSKIN SHEFF + ASSOCIATES INC. Apr/06 - Sept/07
EXECUTIVE ASSISTANT TO CHIEF FINANCIAL OFFICER
. Key liaison with respect to Board of Directors and Board Committee
members
. Responsible for timely issuance of annual, quarterly and special press
releases through Canada News Wire
. Liaise with legal team regarding documents to be included in Board and
Committee Reports
. Preparation of materials for Board of Directors, Audit Committee and
Compensation, Nominating and Governance Committee meetings on a
quarterly and ad hoc basis
. Preparation of highly confidential material including correspondence
and reports
. Responded to requests from shareholders and other outside parties for
company reports and marketing material
. Provide administrative support to the Chief Financial Officer
. Preparation of Expense Reports
. Travel and hotel arrangements
. Staff liaison with respect to fire safety and evacuation procedures
CANADIAN IMPERIAL BANK OF COMMERCE Mar/04 - Apr/06
Commenced employment at CIBC on a contract basis in March 2004 working as
part of the General Entity Controls Project Team dealing with Sarbanes-
Oxley Certification. In September 2004 CIBC offered me full time
employment.
EXECUTIVE ASSISTANT TO SENIOR VICE PRESIDENT, CONTROL DIVISION
. Provide administrative support to the SVP, Control Division
. Preparation of highly confidential reports
. Coordination of meetings involving heavy calendaring in Microsoft
Outlook, often dealing with many different schedules and conflicts
. HR support for Control Division, using My HR (new hires, terminations,
salary changes, promotions, absences, vacations, bonuses, etc.)
. Maintenance of personnel files to ensure they are in-line with the
Bank's audit process
. Job Postings on internal and external job boards
. Special Events team member for CIBC Control Project (Sarbanes-Oxley
Certification) Phase 1 completion celebration, working in tandem with
the Bank's Corporate Events Planner
. Control of conferencing facilities and meeting rooms
. Procurement of all equipment required for meetings and training
sessions, i.e. data projectors, screens, flip charts
. Expense Management - Prepare and submit expenses using internal on-
line expense management system
. Control and submission of contracts for resource companies and
independent contractors as well as preparation and submission of
invoices for same
. Responsible for floor access and security cards for Control Division
. Obtaining (purchasing and leasing) and deployment of computer hardware
and software for new staff hires as well as redeployment after
terminations
. Maintaining adequate office supplies for approximately 100 people,
checking stock, ordering and replenishing as required
. Publisher for CIBC Today, the Bank's Intranet Site
SUMMIT REIT PROPERTY MANAGEMENT LTD. 1994 - 2003
One of Canada's largest industrial property management companies, purchased
the Eastern Canadian assets of Slough Estates Canada Limited in October
2001.
EXECUTIVE ASSISTANT TO PRESIDENT
. Provided administrative support to the President and Manager of Human
Resources
. Prepared confidential reports, correspondence and presentations
. Supervised receptionist position. Created back-up schedule involving
15 relief reception employees on a monthly rotating basis and ensured
the position was adequately covered during vacation and sick days
. Arranged travel, hotel and car reservations for complicated
itineraries of the President as well as travel requirements for all
Toronto office employees
. Organized three-day off-site conference at a northern Ontario resort
for 52 property, leasing, operations, general managers and senior
management of the parent company. Ensured all relevant materials were
available. Coordinated team building events, meals, accommodations
and travel
. Planned and coordinated staff social functions. Sourced venues and
arranged catering and special requirements
. Prepared and processed invoices and purchase orders and expense
reports
. Assumed the role of Office Manager for 6 months
o Coordinated move for 25 staff. Ensured smooth process to
relocate one of four merging companies (total staff of
approximately 100) into one centralized location
o Issued building security access cards and controlled security
system scheduling
o Eliminated costly laser printers and changed company's printing
procedures to Xerox printers saving the company approximately
$1,500 per month in printing costs
o Hired temporary staff through placement agencies
o Ensured adequate amounts of office stationery and supplies were
on hand at all times
o Ordered business cards for staff across the country and handled
special printing requirements
. Conducted Internet research relating to competitors, acquisitions,
mergers and property dispositions
. Acted as a hub of information for nine offices across the country.
Responded to requests in a timely, courteous and accurate manner
. Coordinated and scheduled internal and external meetings and
maintained the President's business calendar
. Identified eligible positions to receive corporate credit cards.
Processed over 50 applications and issued cards. Trained on Amex
administrator's on-line program to access all accounts and monthly
reports. Administered all internal aspects of corporate credit card
program
SLOUGH ESTATES CANADA LIMITED
EXECUTIVE SECRETARY TO VPs OF FINANCE AND LEASING
. Provided secretarial and word processing support to both VPs
. Provided back-up for the Office Administrator in her absence
. Ensured the accurate completion of quarterly departmental and
financial reports, minutes of all board meetings and annual general
meeting minutes for the Board of Directors
. Assisted with arranging corporate functions for UK Board of Directors
. Arranged meetings, luncheons, travel and hotel reservations
. Controlled, issued and reconciled petty cash
. Prepared and submitted provincial and federal Annual Returns
. Expanded role to include:
o Managed fleets of up to 30 vehicles for executives, service,
maintenance and construction
o Set budgets; priced, ordered vehicles and authorized repairs
o Resolved issues with manufacturers and drivers
o Disposed of used vehicles
o Administered company insurance program for six million square
feet of industrial and office property (valued at $650 million)
o Ensured schedules were created for all assets such as fine arts,
office equipment and furniture
o Compiled information into concise format for brokers to obtain
annual renewal quotes
o Reported all claims to insurance broker and followed-up to
ensure repairs were completed and receivables were collected
OTHER POSITIONS:
PROFESSIONAL ECONOMIC CONSULTANTS INC.
Executive Assistant to Chairman
WALYWN STODGELL COCHRAN MURRAY LIMITED
Executive Secretary to President
COMPUTER SKILLS
Microsoft Office: Word, PowerPoint, Outlook, Excel, Access
WordPerfect, Lotus Notes, Adobe Writer, Peoplesoft, Ariba, SAP Netweaver,
Sharepoint
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