Executive Assistant & Office Manager
Resume:
MARY ILIEVSKI
Office Manager & Executive Assistant
*********@*****.**
https://ca.linkedin.com/in/maryilievski
HIGHLIGHTS
*Extensive calendar management, travel arrangement & expense reporting experience
*Project management experience in various capacities, often multiple projects with competing timelines
*Ability to anticipate the needs of senior management, and pro-actively deal with changing needs, inbound communication and sensitive information
*Superior organization and time management skills, ability to multitask and prioritize
*Strong interpersonal communication (written and spoken) skills with sensitivity to confidentiality
*Strong team player with great sense of humor, very approachable and trustworthy
*Willing to accept responsibility and accountability
*Extremely customer focused with emphasis on building rapport and long-term relationships
*Experience working in an international business environment over multiple time zones
*Advanced Microsoft Software experience such as Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook etc.), Catalyst, My Orders, AS400, EasyInventory, Microsoft Photo Editor, Expressway, Internet Explorer, Google Chrome, Lotus Notes, Wisdom Production 7.7, Sea Tab by PivotLink, Salesforce.com Database Management & many others
PROFESSIONAL EXPERIENCE
Unify Inc. (formerly Siemens Enterprise Communications Corp.) 2013 – July 2015
Office Manager & Executive Assistant
*Provide all aspects of daily support Senior Vice President including calendar and contact list management, travel arrangements (domestic and international), travel documentation, meeting coordination, answering/screening calls, forwarding messages, monitoring and addressing critical e-mail correspondence, preparing expense reports, and maintaining filing system
*Schedule and prepare meeting agendas and post meeting follow-up of agenda and action items for all attendees (internal and external)
*Perform pre-meeting research providing relevant information materials to attendees
*Provide administrative interface with all internal contact points
*Establish a global network of executive level administrative contacts within the company
*Maintain materials related to all executive projects and processes
*Prepare and maintain presentations and reporting materials
*Facilitate visits from customers, vendors and key executives including but not limited to securing hotel accommodations for large groups, scheduling team building or local events, facilitating catering and/or reservations for large groups
*Maintain distribution lists
*Coordinate and liaise with property management for all facility requirements and maintenance needs
*Work closely with Head of Operations for North America to ensure smooth operational functionality of Canadian office (60 employees) including acting as central point/liaison for contract/agreements with various office vendors.
*Act as day to day prime point of contact for all office related vendors such as office security, insurance providers, HVAC service provider, coffee/water/vending services, external trainers, etc.
*Develop and maintain relationship with sublease tenants ensuring all office related concerns including maintenance needs are communicated to building management on their behalf, as well as acting as intermediary point for rent & various invoice payments
*Develop and maintain detailed knowledge of the company business processes and systems in support of the preceding duties and responsibilities
*Provide guidance, training and backup for the receptionist and assistance when issues arise
*Procurement of office supplies, office furniture, promo items, business cards, stationery and office consumables
*Assist management staff in securing purchase orders for their vendors, following the Unify Canada purchasing procedure
*Maintain records for local site to meet ISO requirements *Provide Updates and Reporting on a monthly basis (eg. Headcount Reports, Organizational Charts)
*Maintain the Development Skills Management Database and Process for Applications
*Prepare and maintain office related procedural documents for internal website
*Act as day to day prime point of contact for HR, payroll and accounting related items for Canadian employees liaising with each department as needed
*Organize (with the help of volunteers) employees events, holiday parties, charity initiatives for the Canadian Office
Capital International Asset Management, Capital Group
2007 – 2012
Executive Assistant/Marketing Associate, 2009 – 2012
Executive Assistant/Marketing Assistant, 2007 - 2009
*Provide daily support to 2 Vice Presidents & 4 Inside Sales Representatives
*Coordinate meetings; cancellations/rescheduling/booking of appointments and general calendar maintenance including but not limited to item completion and statistic tracking
*Organize lunch/dinner meetings including reservation booking, transportation arrangements etc.
*Expense report preparation & submission
*Coordinate travel arrangements including flight, accommodations and rental cars with travel departments or directly with service provider
*Daily, weekly, monthly, quarterly report preparation as requested
*Preparation and follow up of co-op/sponsorship requests as well as ensuring day-to-day compliance
*Printing, collating and shipping of literature material orders, presentation kits, pitch decks, territory mailings, email blasts etc.
*Client follow up (requested materials, monthly updates, etc.)
*Database updating/reconciliation (address updates, client activity, correspondence, etc.)
*Coordinate business card/stationary orders
*Offer professional customer service by answering shareholder and broker/dealer inquiries through phone lines in a courteous and efficient manner including general inquiries and re-direction of calls
*Create a positive client experience by understanding and meeting service needs quickly, professionally and accurately
*Supply consistent customer service by taking ownership when clients experience a problem and taking the appropriate steps to resolve the problem to the customer’s satisfaction
*Present excellent service to customers by recognizing client needs and making quality referrals to colleagues
Franklin Templeton Investments Corporation
2000 – 2007
Administrative Assistant - Sales Department, 2006 – 2007 Administrative Assistant, IDS Business Services, 2005 – 2006 Receptionist, 2004 – 2005
Primary Inventory/Shipping Clerk, 2000 – 2004
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