Administrative Assistant Management

Janice de Mendonça, B.Comm

647-***-**** ***.**********@*****.***

Profile

Administrative Assistant with excellent organizational abilities particularly in office administration, human resources, projects and improvement of procedures. Always welcomes the challenge of providing effective process solutions to administrative problems and takes pride in a job well done. Can quickly integrate last minute changes in deadlines and specifications into the overall project. Very professional, detail-oriented and resourceful. Exceptional communication skills, both written and verbal. Able to work both independently, and contribute to team cohesion. Enthusiastic to learn new things. Highly motivated and goal oriented.

Experience

North American Palladium (November 2014 – August 2015)

Administrative Assistant to CFO and COO

Managed calendars for CFO, COO and Technical Director

Prepared expense reports and made travel arrangements for Senior Managers

Worked with HR Director to create and update various HR practices and policies

Prepared Key Performance Indicator Site reports for COO on a daily basis

Attended weekly finance meetings to give updates on invoice records and take notes

Formatted and edited quarterly MD&A and Financial Statements

Monitored daily exchange rates and updated finance logs as required

Compiled board packages and investor presentations every quarter

Ensured invoices for Management team were coded, approved, input and filed for audit purposes

Established uniform correspondence style practices for Top Management

Updated Brookfield and Scotiabank with monthly internal Lender Reports from the Controller

Assisted Legal department with projects and record management

ScotiaMcLeod (May 2012- November 2014)

Branch Operations Assistant

Prepared confidential daily, monthly and quarterly reports and presentations for Management as required

Supported multiple branch portfolio teams and departments by managing conflicting priorities

Worked overtime to ensure all New Issues tickets were entered immediately, and tracked client prospectus

Resolved trade corrections, trailers and busts with immediate attention to reflect commission

Processed all cheque and certificate deposits and withdrawals in timely and accurate manner

Serveed as branch contact to new teams and employees for orientation, and internal product knowledge

Completed Compliance courses on a regular basis to maintain understanding of banking regulations

Ensured all online account management functions and shareholder communication information were updated

Worked with portfolio teams, and management to produce material for marketing purposes

Organized and co-ordinate high- net worth, semi-annual clients events, along with branch social events

Maintained Business Continuity Plan and various other technical Systems Administrator tasks

Morgan Meighen & Associates (May 2010-December 2010)

Receptionist and Administrative Assistant

Managed email, calendar, travel, reporting, mail, appointments, printing, faxing, photocopying and other administrative needs of executives

Organized meetings and all other logistics for an effective meeting

Supported and assisted the Senior Executive Assistant

Coordinated Board and Committee meetings

Proxy-online voting on behalf of Portfolio Managers

Implemented and maintained a follow up system for proxies and minutes

Prepared board and committee material and ensured timely delivery of material to members

Coordinated corporate events: Fundraisers, Annual party, and Quarterly Staff Appreciation nights

Leon Frazer & Associates (2007-2009)

Office Administrator

Accounts Administrator (September 2008–January 2009)

Promoted to the position of Accounts Administrator

Ensured all documents pertaining to opening new accounts were accurately completed

Initiated Transfer In processes and monitored incoming assets

Liaison between New Accounts custodian, Client Service and Operations department

Office Administrator (March 2008–September 2008)

Promoted to the position of Office Administrator

Assisted in the development and enhancement of administrative processes

Acted as the central liaison for building management and various vendors

Improved office operations: filing systems, requisition of supplies and other clerical services

Formulated procedures for systematic protection, retrieval, and disposal of records

Receptionist & Administrative Assistant (August 2007–March 2008)

Typed and distributed minutes.

Monitored and prepared couriers; sorted and distributed mail and faxes

Made travel/transportation arrangements for all managers

Assisted Operations, Client Service, and Compliance departments with various tasks: updating data bases, proxy statement verification and quarter–end reporting

Bank of Nova Scotia (August 2005-August 2007)

Customer Sales and Service Representative

Provided prompt and professional responses to customers’ enquiries including, ABM assistance, Account transfers, closures, etc.

Maximized opportunities to promote company services and products including traveler’s cheques, drafts, GICs and Mutual Funds

Education:

Ryerson University – Bachelor of Commerce, Business Management (2012)

Major- Human Resources, Minor- Global Management

Professional Training and Achievements:

Advanced level MS Outlook and MS Office (Excel, Word, PowerPoint, etc.)

Comfortable working with Windows 7 and other Microsoft Office programs.

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