Executive Assistant Management

Summary of Qualifications

Over ** years Administrative Assistant experience

Experience with office procedures – Calendar Management, Travel Management, Purchase Orders, Requisitions, Expense Reports, Inventory Management, Schedule Training, Payroll, Invoicing, HR, Vendor Management and Event Planning

Cost Effectiveness – Saved company 50K in 2005 / Saved company 200K in 2014

MS Suite – Word, Excel, PowerPoint, ADP Payroll & Benefits

Professional Experience

Executive Assistant to SVP/VP – Rogers Communications OMP/Brampton 2015-Nov 2016

Office Manager / Assistant to President – Suretap Wallet LP 2014 - 2015

Executive Assistant to VP Transaction Services – Rogers Communications (OMP) 2013 - 2014

Responsibilities:

Calendar Management: organize and schedule meetings.

Travel Management: book flights, registration for conferences, schedule offsite meetings.

Effectively supervise, lead and delegate tasks as deemed necessary.

Perform other related administrative duties as assigned.

Special (confidential) projects by organizing & coordinating information & requirements. Maintains continuity amongst corporate, management & staff through team work, documenting & communicating actions, irregularities & continuing needs. Assist Senior Team with preparation & distribution of materials for various Executive Meetings, ensure timing meetings, deadlines, project deadlines are met. Maintain calendar deadlines to ensure all information & reports are submitted in a timely manner.

Ensure information systems run smoothly. Liaise with Management, Staff and 3rd Party Vendors.

Coordinate Vendor functions, staff events

Create/track/manage/close all PO’s - Yearly accruals. Ensure invoices are processed/paid in a timely manner Manage accounts receivable/payable and reconcile accounts.

Process expenses, maintain office Petty Cash. Anticipate office spending requirements; submitting information for budget preparation; monitoring expenditures & analyzing variances.

Assist with all New Hire HR forms ensure Employee is set up /Respond to Pay and Benefits queries / Keep records of employee attendance in accordance with Personnel Policies / Create and Maintain Employee files / (contracts, vacation entitlement) / Organize, orient and train new staff / Manage Support Services (HR, IT and Finance) to ensure effectiveness and efficiency, Process requests for new staff security cards\desk setup\telecom \network\supplies etc. Ensure staff is registered/attend all committed training programs.

Liaison with Legal. Manage a secure and efficient (electronic) filing systems for NDA’s, Contracts, Agreements, Amendments, Lease, etc.

Office Supplies, business cards, purchases of equipment, devices, laptops, office products. Assist in developing, documenting and implementing departmental processes. Inventory of office furniture, laptops and equipment. Provide assistance to Team Projects. Manage processes, recycling, parking spots and necessary renovations.

Primary liaison with the Landlord and Contractors. Serve as primary Liaison to legal counsel in addressing legal issues such as copyright, antitrust, agreements, partnerships, licensing, etc. Create/ Maintain/ Close Contracts. Vendor Maintenance: ADP, Canon, Imperial Coffee, Rogers Wireless, Bell, IBM etc. Ensure all documents are up to date/signed and confirmed. Oversee administration of insurance policies. Provide communication systems identifying needs; evaluating options; maintaining equipment. Negotiate pricing for contracts.

Maintenance, Access set-up, Access Card Logs. Ensure security, integrity/confidentiality of data.

Set-up & Management for inventory: employee devices, desk phones, Demo-lines & Polycom. Oversee maintenance of equipment, devices & support.

Maintain POs for device & equipment purchases for Warranty purposes. Troubleshoot IT issues.

Backup for other Admins – vacation, sick days & assist other departments.

Coordinator - Rogers Communications (Brampton) 2008 – 2012

Interface with other departments (Field Operations, IT Support, Accounts Payable, Finance,

Network Services, 3rd Party Vendors)

Coordinate training requirements for Ontario Field Services Centre

Budget tracking and reporting

Oracle Procurement – enter Purchase Orders / Make changes-update to PO’s /Receive Purchase Orders /Close Purchase Orders

Process all incoming invoices for Field Services Centre

Coordinate, track and report on test equipment calibration and repairs

Process expense reports for FSC and enter Timesheets for Team

Support Civil FSC program for information tracking and reporting

Support vendor qualifications and management process

Support inventory and asset management programs

Processes - assist in developing, documenting and implementing departmental processes

Work as part of team responsible for emergency procedures (Business Continuity Plan and Emergency Operation Procedures)

Executive Assistant to CEO - Canadian Paraplegic Association 2006 - 2008

Report to Executive Director

Assist Executive Director and Directors with daily functions

Calendar Management, arrange travel, catering

Process expense reports / Process invoices

Preparation for Annual General meeting, Board meetings and Staff meetings

Updating Board Books and filing original government documentation

Scheduled critical meeting with government officials

Building Management - renovations, new equipment purchases and contract negotiations

Place cost effective orders for office supplies and other office needs

Vendor Maintenance – Canon, Imperial Coffee, Rogers Wireless, Bell, Skytronix, IBM, XBase, HTCS Telecommunication

Telecommunications – Employee set up

Backup for other Admins – vacation and sick days

Head of Social Committee, Accommodations Committee, Head of Yearly Staff Appreciation Events, Head Of Staff Holiday Party and Head of Knowledge Mobilization Seminars

Executive Assistant to Director, Network Operations - Rogers Communications (OMP) 2003 - 2006

Reporting to 1 Director – Team (7 Managers and staff of 50 people)

Assist team in day to day functions, travel, meeting room booking, expense reports, mail distribution, couriers, filing, photocopying

Monthly reports to various departments ie: Capital/Expense Reports, Team Absence Reports

Processed invoices and follow up on payment

Placed Cost Effective Grand & Toy orders, business card orders

Schedule training and payment

Maintained - Team Emergency Contact Information Sheet

New staff setup - Ensured all HR documents are completed and handed in for New Hires

Processed new staff security card \ desk setup \ telecom \ network \ supplies etc.

Backup for other Admins – vacation, sick days & assist other departments

POC - Taxi slips \ Purchased Team Recognition gift certificates

Processed departmental purchase requisitions

Managed corporate Visa Card \ Petty Cash reimbursements for dept.

Informed my Team with up to date information for procedural changes in Accounting, Telecom, Facilities, Security, Network

Technical Skills

MS Office – Windows - Lotus Word Pro, Lotus 1-2-3

MS Outlook email \ Davinci email \ Lotus email

Meridian SL \ Intellidesk \ Siemens Release 6.3

Courses

* Respect and Dignity Training * Coping with Change

* Link to Life Seminar * Herman Brain Debrief Instrument

Contact this candidate