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Executive Assistant Management

Location:
Toronto, Ontario, Canada
Posted:
December 30, 2015

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Resume:

SHOBHA PEJAWAR

905-***-****

acsyjj@r.postjobfree.com

SUMMARY

I am a dedicated Senior Executive Assistant with more than 15 years of experience coordinating, planning and managing daily operational and administrative functions of the Executive Office. An efficient team player, I bring to the table exceptional organizational, time management and problem solving skills and a proven capacity for meeting company objectives and demands with a high degree of tenacity. Coupled with a creativity and ability to critically evaluate situations, I feel confident that I have what it takes to hit the ground running and strengthen a regional or international organization.

PROFESSIONAL EXPERIENCE

QT2 Inc. (formerly Quorum Funding Corporation) June 2013 – Sept 2015

Executive Assistant to the Chairman and CEO (working part-time since Jan 2015)

Calendar and Business Correspondence Management: Schedule internal and external meetings, including complex calendar management on Outlook, screen incoming calls and critical messages, managing email and preparing an ‘action log’

Corporate Image building: Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other individuals

Document Management: Build and facilitate a strong and robust file system both traditional hard-copy and electronic

Facility Management: Troubleshoot office administrative issues and escalate and follow-up with the building management for any issues concerning house-keeping and related topics

Travel Management and Expense Reporting: Organize all aspects of travel, hotel accommodation, airport transfer and expense reconciliation

Confidentiality and Discretion: Manage sensitive information with utmost discretion and judgment when administering and handling critical financial, etc.

SEQUENTIA ENVIRONICS (Social Media) July 2012 – October 2012 (Contract)

Executive Assistant to the CEO-Chief Strategist

Scheduled internal and external meetings included complex calendar management for the CEO and Executive Team; coordinated various project meetings

Assisted in the preparation of client presentations; screened incoming calls and critical messages

Managed email and preparing an ‘action log’; Reviewed all outgoing emails and business correspondence on behalf of the CEO

Maintained a strong filing system, both conventional and electronic

Organized and managed all aspects of business travel for the CEO and Executive Team and expense reconciliation

Organized and coordinated Client events

I was on a sabbatical during which time I helped 11th and 12th graders with school projects and tutored 3rd graders in English and Math.

COGECO DATA SERVICES (Technology and Data Services) January 2010 – February 2011

Executive Assistant to the President

Provided high-level administrative support by preparing and collaborating activity reports, legal documents, presentations and forms, summaries and information, statistical and financial reports

Scheduled teleconferences, internal and external meetings; maintained complex calendars. Organized breakfast meetings for the President with staff

Drafted/composed confidential correspondence including client presentations, organized all aspects of business travel and was responsible for related expense reports, etc.

Organized a solid electronic and conventional filing system. Resolved enquiries of a routine nature by determining the nature and urgency of more complex issues. Organized and coordinated company-wide events and customer-related corporate events

OMBUDSMAN ONTARIO (Provincial Government Agency) July 2008 – February 2009

Executive Assistant to the Ombudsman

Provided direct support to the Ombudsman, planned and managed all aspects of the Ombudsman’s calendar, accessed daily emails and put together a 'follow-up and action' plan

Coordinated all events hosted by the Ombudsman for visiting delegations, meetings with MPPs, deputy ministers, legislative officers, conferences etc.

Coordinated overseas travel arrangements and coordinated related expense claims. Scheduled and coordinated all aspects of quarterly general staff meetings

Reviewed budget, conducted research and kept abreast of issues, read media clippings, etc. Communicated bi-weekly engagements of the Ombudsman to the Executive Management Team

PORTER AIRLINES INC. July 2006 – June 2008

Executive Assistant to the President and CEO

Responsible for high-level administrative support to the President and CEO; managed calendars and contact lists, organized internal and external meetings, coordinated events, speaking engagement requests and booked business trips

Coordinated high profile meetings involving the FAA and Senior Airport Authority personnel overseas and across Canada

Scheduled bi-monthly Management meetings and bi-weekly Executive and Strategic Committee meetings

Managed sensitive information in a confidential manner, employing discretion and judgment in administering and handling critical financial, competitor and personnel information

Received important visitors such as MPPs, Senators and other vital business contacts on behalf of the President

Coordinated preparation of speeches, briefing notes and materials for speaking engagements, meetings, conferences and seminars with Media Relations

Reconciled the President’s monthly credit card and out-of-pocket expense reports

Organized the President and CEO’s corporate travel and meetings by developing itineraries; scheduling his private jet; arranging hotel and accommodations, airport transfers and rental cars

Updated job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks

Board Duties and Responsibilities

Coordinated monthly Board meetings, organized catering, made travel and accommodation arrangements for the Chairman, maintained a chronological record of all Board meetings, minutes, resolutions and consents for future referencing

Worked with the CFO during Board meetings and assisted in the preparation of Board orientation packages

VARIOUS TEMPORARY POSITIONS September 2004 – January 2006

Pepsi Bottling Group

Executive Assistant to the Senior Vice President and General Counsel

GE Insurance Solutions

Executive Assistant to the President and Chief Agent

Siemens Canada

Executive Assistant to the General Manager - Mississauga and Niagara Regions

The job responsibility in the above contract positions included all administrative duties such as scheduling, handling incoming and outgoing correspondence, preparing presentations, email, internet research, maintaining a chronological file system, photocopying, expense reconciliations, organizing both international and domestic travel, and coordinating and organizing internal and external meetings.

SIEMENS PUBLIC COMMUNICATION NETWORKS (P) LTD. Apr 1994 - Mar 2004

(Software Division of Siemens AG, Munich Germany) Bangalore, India

Manager – Travel/Executive Assistant to the President Jan 1997 - Mar 2004

The job responsibility involved overseeing international and domestic business travel for the entire company comprising of over 700 employees

Authored the company’s travel policy. Responsible for organizing all aspects of domestic and international travel i.e. visa processing, ticketing, overseas accommodation and airport transfers

Negotiated the best airline deals with some of the industry’s top European airlines

Interacted with various consulates and visa officials to facilitate timely visa processing

Reconciled credit card statements received from American Express Business Travel Services and audited agency payments and agency commissions due to the company

Executive (Personal) Assistant to the President April 1994 – March 2004

Administrative and Personal Support to the President

Managed and coordinated the internal and external enquiries of the President’s office

Managed incoming and outgoing correspondence while maintaining confidentiality

Kept the President’s updated on issues or requests requiring his immediate attention

Updated the President’s calendar with dates, times and other relevant details

Handled personal banking transactions for the President and reconciliation of credit card, out of pocket expenses, coordinated budget and business plan review meetings

Organized international and domestic travel for the President and his family

Communicated all travel details i.e. arrival and departure details, flight and confirmation numbers, hotel confirmation details, airport transfers to the President and his family

Public Relations duties – organized media interviews and meetings with advertising agencies during launch and release of new software projects

Board Duties and Responsibilities

Organized and coordinated quarterly, half-yearly and annual board meetings. This responsibility involved direct communication with Siemens headquarters in Germany, agenda preparation, sending out notices to the Board of Directors and awaiting input for agenda completion

Reviewed Board minutes with the President and followed-up on action items

EDUCATION

Bangalore University

Bachelor of Commerce Degree

Davar’s College of Commerce

Executive Assistant Diploma

India International Trade Centre

Diploma in Airlines, Travel and Tourism Management

Alliance Francaise, Bangalore

French language course – Degré Elémentaire (6 months)

Exceptional Computer skills

Microsoft o/S, MAC O/S, Lotus Notes, MS Word, Excel, PowerPoint, Internet research, Adobe Acrobat and Oracle



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