Administrative Assistant Executive

GRACE CRISTIANO

** ******* ***. **********, ** L*L 5N8

C: 647-***-**** E: ***********@*******.***

O B J E C T I V E:

Professional, detail-oriented Executive Assistant (10+ years of experience) with strong interpersonal and communication skills looking to secure a position that will allow me to provide exceptional Personal/EA support to C- level Executives.

E M P L O Y M E N T H I S T O R Y:

July 2015 to O M E G A DEVELOPMENTS (P/T)

Present Personal /Executive Assistant to CEO Vaughan

Managed CEO with daily schedules, appointments, correspondence, and adhoc personal requests

Assisted with personal deliveries, errands and maintenance of household duties and purchases

Represented CEO as Executive Assistant on his behalf in meetings, liaise with vendors, realtors and customers

Provided and managed office support from two locations; Vaughan and downtown office.

Arranged and managed personal travel plans and itineraries for self and family;

Managed and maintained comprehensive filing/retrieval systems using Google Drive

Performed confidential administrative functions including, dictation, transcription, minutes

Managed and synced calendars to ensure appropriately scheduled meetings, appointments and reminders

Management duties including maintaining office procedures, systems, filing, and overseeing the maintenance of systems and office at both locations

Managed independent projects, researched administrative projects and conducted data analysis

Assisted with personal projects and other businesses including banquets, events conventions, restaurants, recording studios and entertainment companies

July 2013 to CIBC – Legal Department – Toronto

April 2015 Executive Assistant to V.P. of Legal Counsel/Wealth, Technology and Operations

Provided exceptional client (internal and external) Personal support to meet or exceed client expectations

Completed day-to-day tasks and long term projects in an accurate, timely and efficient manner and shifting priorities; worked under pressure

Kept Legal Team (the lawyers, law clerks and peers) apprised of progress on day-to-day tasks, and long term projects; Screened and evaluated incoming calls; greeted visitors; responsible for onboarding of new hires

Continuously adapted and developed new processes to meet the personal style of my team members

Prepared and submitted expense reports; Co-ordinated all travel arrangements (including hotel and airfare)

Co-ordinated calendar meetings and logistics for special events and Offsite Annual Lawyer’s Meeting,

Composed complex correspondence including letters, memorandums, reports and presentations on behalf of my Team from verbal instructions, dictated shorthand notes or handwritten material.

Prepared weekly, monthly, quarterly, or annual reports accurately and in a timely manner

Managed all photocopying, filing, printing, word processing, mail distribution, courier delivery and pick up

June 2007 to APOTEX INC - Toronto

January 2013 Executive Administrative Assistant to V.P.

Provided senior administrative support to Vice President/Directors and staff including scheduling of meetings and coordinating/handling multiple calendars.

Scheduled international travel/hotel/car arrangements, arranged conferences, seminars and offsite meetings.

Prepared & ensured timely processing of expense reports; Maintained & assisted with yearly budget on SAP.

Coordinated daily payments of invoices and updating tracking of wire transfers.

Coordinated & scheduled on a daily basis Live Meetings & teleconferences with European vendors.

Developed business documents & announcements and / or proof read and made recommended changes.

Ensured confidentiality on sensitive business matters and ensured adherence to confidential information.

Audited documentation for accuracy (i.e.) Request for Hire, Space Allocation form, and forwarded to appropriate individuals for subsequent processing.

Coordinated special events and annual/monthly meetings along with menu logistics; Maintained stationary, office equipment supply ordering for departments.

Ensured and recorded timely data entry of absence, attendance and training rosters.

Feb 2006 to CITY OF VAUGHAN (CONTRACT) Vaughan

June 2007 Secretary to Executive Director

Provided administrative and secretarial service to the Executive Director of Parks and staff ensuring confidentiality and security of information

Composed routine correspondence and/or reports, policies/procedures, budget info, Council reports

Coordinated, prepared and reviewed the calendar for the Director’s appointments, commitments including background material and record minutes of meetings as requested

Monitored and responded to inquires/complaints from members of Council, Senior Management, other departments, general public and direct to appropriate department and follow up

Coordinated Director’s meetings/schedule and research background material and act as liaison between Director and staff, Council other departmental staff and external businesses

Responded to enquiries / inputting workorders, complaints and situations in an unplanned/emergencies

Nov. 2001 to CHILDREN’S AID FOUNDATION Toronto

Jan. 2006 Office Manager/Personal Executive Assistant to CFO/CDO

Responsible in providing professional, confidential Personal Executive administrative support and scheduling internal/external meetings for the Executive Director, CFO, Chief Development Officer and staff.

Maintained and responsible for strong accuracy of calendars/emails for Executive Director and CFO.

Arranged/coordinated Board/Investment/Audit/Executive meetings including: preparing agendas, presentations and reports; notifying participants, securing location; arranging food and beverages

Responsible for the office management of all aspects of the building including the supervision of the receptionist, building custodian and office volunteers. Supervising their work and duties.

Responsible for set up/orientation of new employees with functional office equipment such as computers, phones and material. Acted as IT support person.

Analyzed/assessed and recommended activities in order to improve workflow, simplify procedures and implemented cost reductions.

Maintained administrative procedures, including expense reports, stationery supplies, office equipment and printing requirements. Responsible for payroll and attendance submissions

Aug. 1999 to GENTEC INTERNATIONAL Markham

Jul. 2001 Executive Administrative Assistant to Snr Director

Provided Executive administrative support for Senior Managing Director/Sport Reps.

Responsible for office management, travel arrangements, payment and analysis of invoices and materials

Prepared presentations, spreadsheets, sales reports /monthly reports & correspondence as required.

Apr. 1987 to AMERICAN EXPRESS CANADA Markham

Jul. 1999 Executive Administrative Assistant to S.V.P.

Extensive Administrative support for S.V.P./Director of Marketing/Travel and Executive staff.

Responsible for efficient and accurate calendar management/office management

Made all necessary arrangements for meetings, reserve meeting rooms, equipment.

Acted as point person for Departments ie. Facilities, catering, Help desk, Telecomm.

Compiled and prepared monthly reports for the department using spreadsheets and word processing, ie expense reports operating budget plans, proposals. Etc.

E D U C A T I O N A L B A C K G R O U N D:

College: SENECA COLLEGE OF APPLIED ARTS AND TECHNOLOGY, Legal Secretarial Program (ongoing)

High School: Notre Dame Catholic High School – Academic Program

H O B B I E S / I N T E R E S T S:

Volunteer at Mackenzie Health Hospital; Strong Supporter of Sick Kids; volunteer at various Fundraisers;

Baking, Vacationing, Quality time with family, Scrapbooking and Gardening

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