Executive Assistant

AMYNAH JIWA 416-***-****

C-LEVEL EXECUTIVE SUPPORT • COMMUNICATIONS • PROJECT MANAGEMENT ******@******.***

PROFILE

Creative, resourceful, results-oriented Executive Assistant with over 20 years of extensive experience providing exceptional support to senior executives with a collaborative approach. Expertise managing top initiatives and critical projects for executive leadership with logistics support. Articulate, confident communicator.

CORE COMPETENCIES

Strong organizational skills • Creative problem solving • Outstanding logistics and coordination skills • Issue resolution

Process improvement • Excellent Communication Skills • Proactive • Detail-oriented • Trustworthy, ethical and discreet

Confident and poise in interactions • Business acumen • Evaluate operations for streamlining to maximize efficiencies

Languages: English, excellent written and verbal skills; French, intermediate written and verbal skills

PROFESSIONAL EXPERIENCE

The Globe and Mail

EXECUTIVE ASSISTANT April 2015 to present

Reporting to: Chief Financial Officer and the Finance Department

Scope: Offer dedicated support to CFO; peripheral support to the Controller, the Director of Finance, 4 managers and 3 departments. Manage and prioritize emails for review and reply by the CFO, redirect where appropriate mailbox. Maintain calendar, schedule meetings for the CFO and provide materials in advance, ensuring preparedness and efficiency of time spent. Coordinate Town Halls including creating agendas and materials. Maintain HR records for the division. Administrator of the corporate credit card and the company’s travel program. Attend meetings, follow up on all action items.

Key Results: Administration – Analyzed and improved processes and prepared policies for travel and expense programs that did not exist prior. Created efficient timesheet management system ensuring accurate and complete records.

Financial Support – Process invoices for approval and assist CFO with approval; prepare month-end journal entries. Prepare all expense reports monthly reports.

Board of Trustees Management – Proficient in portal used for materials for Board of Directors meetings, while well-versed in Board governance and protocols. Prepared agendas for meetings.

The Art Gallery of Ontario

EXECUTIVE ASSISTANT September 2007 to April 2015

Reporting to: Chief Financial Officer and the AGO Foundation Board of Trustees

Scope: Offered dedicated support to CFO, 4 managers and 2 departments. Maintained personal and business calendars; updated, re-organized and maintained filing system; prepared and edited presentations. Composed and edited all correspondence on behalf of the CFO. Provided administrative support to Finance and IT divisions. Aided CFO in meeting deadlines, scheduling meetings and resolving pressing issues.

Also Executive Assistant to The AGO Foundation Board of Trustees supporting all functions and mandates of the Board ensuring governance is maintained at all times. Played a key role in the development of policies and procedures. Maintain discretion and tact in all situations.

Key Results: Financial Support – Prepared monthly reports and annual budget worksheets for distribution.

Administration – Collaborated with multiple departments in improving overall quality and efficiency. Streamlined timesheet reporting process. Created new forms for expense reporting. Improved Aeroplan Miles travel program reporting. Created standardized documents, policies and procedures. Optimized processes and streamlined office operations for marked productivity gains. Process improvement, change management. Updated SharePoint site.

Board of Trustees Management – Managed and supported The Art Gallery of Ontario Foundation Board of Trustees and the Finance Committee of the Art Gallery of Ontario Board of Trustees. Prepared agendas and all other materials. Documented minutes and followed up on action items.

The Bank of Montreal

SENIOR ADMINISTRATIVE ASSISTANT January to August 2007

Reporting to: Senior Vice President, Information Technology

Scope: Recruited during organizational restructuring as administrative lead and took on the responsibilities of three other staff saving the bank $125,000. Provided guidance and direction to other support staff, resulting in a more cohesive and aligned team. Resolved critical issues in deadline driven, fast paced environment.

Key Results: Problem Solving – Hired in emergency setting, rose to the challenge and performed above expectations fulfilling the role smoothly and with seamless execution in all capacities.

Organizational Excellence – Streamlined procedures for departments creating efficiencies.

Administration – Updated and maintained calendars and new filing system. Prepared meeting documents, and recorded minutes for meetings.

HOK Canada

EXECUTIVE ASSISTANT February to August 2004

Reporting to: Senior Vice President, Business Marketing

Scope: Provided critical support to senior executives and project managers. Communicated regularly with clients, vendors, and contractors, scheduling meetings and addressing concerns. Championed top-tier documentation standards, developed fee proposals, contracts, submittal/RFI logs, and other essentials within aggressive timeframes. Collaborated with customers, vendors, staff and senior management of partner firms to make sure information was communicated effectively. Conducted research, created project reports and developed presentations.

Key Results: Marketing Coordination – Prepared responses to Requests for Proposals and letters of intent. Created and edited multimedia presentations and sales collateral. Managed media requests and public profiles. Corporate Event planning. Coordinated International Executive Committee visits.

EDUCATION

Ryerson University Ongoing

Major: Bachelor of Commerce, Finance

Certificates: Business Management, Proficiency in French

Seneca College, Newnham Campus, Marketing Administration, Honours May, 1995

York University, Collège universitaire Glendon, Economics April 1992

VOLUNTEER WORK

Vice-Chair of Marketing, Economic Planning Board, Ismaili Council for Ontario July, 2013 to present

Lead Tour Guide, Ismaili Centre Toronto January, 2014 to present

Executive Team Member, Ismaili Volunteer Corps: 2007 – 2011

Catering to various events, the pinnacle being an event catering to 60,000 where I oversaw the Refreshments Portfolio for week-long celebrations.

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