Administrative Assistant Executive

MAUREEN FERNANDES

L*Z *E* *********.*********@*****.*** 647-***-****

HIGHLIGHTS OF QUALIFICATIONS

●Over nine years of experience as a Personal/Executive Assistant

●Possess an amicable, empathetic & dedicated personality

●10 years of experience as an Executive Assistant, with a minimum of five years supporting C-level executives

●Demonstrated ability to self-start, prioritize multiple tasks, maintain attention to detail, and get things done with limited direction

●Strong customer service orientation

●Troubleshooting and problem-solving abilities; able to exercise independent judgment and make good decisions

●Ability to build strong relationships across the company and to know when and how to involve others outside of own department to get things done

●Advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and an aptitude for new programs

●Proven ability to handle confidential and sensitive materials

WORK EXPERIENCE

Administrative Assistant Oct. 2023-Mar 2024

Husky Technologies: Injection Molding Systems Ltd. Bolton, ON

(6 months Contract)

●Planning and proactively organizing activities related to catering, campus site meetings, etc.

●Coordinating and optimizing schedules for managers and team leaders with a focus on efficiency and productivity

●Schedule appropriate meeting location/rooms/TEAMS

●Run various reports for team leaders & apply to excel sheets

●Track cost center hours and input data into sheets

●Create shipping tags for business cost center using SAP

●Acting as a focal point for communications within the manufacturing and administrative units

●Managing email correspondence, administrative materials, and all other communicative information

●Securely maintaining confidential information and records

●Updating hour-entry systems using Timecard to reflect daily scheduling absences/sick leaves & data for payroll system; close & help approve Timecards

●Provide necessary access for new hires

●Attend & Update 5s cleanliness audits for all departments

●Print & post weekly operational project sheets

●Update posting on bulletin boards

●Coordinating team meetings and drafting/preparing Minutes of JEHSC meetings

●Participating in continuous improvement activities

●Prepare Monthly Birthday vouchers for team leaders/members

●Coordinating team meetings and drafting/preparing letters, memos, reports, and presentations

●Participating in continuous improvement activities

Manufacturing Assistant

IKO Industries Ltd. Brampton, ON Jun. 2021- Jun. 2023

●Creating requisitions as assigned

●Enter Work Orders

●Accurately entering received products into JD Edwards web software promptly

●Maintaining and updating multiple Excel spreadsheets for shipping and production

●Working with Accounts Payable and the assigned purchasing agent to immediately resolve issues/discrepancies in invoices

●Managing daily filing, email and shipment, and organizing documents

●Assisting in weekly/monthly inventories, analyzing variances, and reporting inventory findings

●Managing the receiving of finished/raw goods and other supplies

●Facilitating correspondence and communication with supervisors and other departments

●Assisting the shipping department with scheduling and scaling trucks, as needed

Branch Administrator/Receptionist May 2018- June 2020 Gerrie Electric - Concord/Mississauga. ON (Pandemic lay off)

●Establishing and maintaining key vendor partner relationships

●Addressing customer inquiries and concerns with a proactive and solution-oriented approach

●Guiding the Sales Team with product requirement advice and facilitating necessary changes

●Reviewing & analyzing purchase orders for all product lines

●Ensuring timely completion of any/all special projects as assigned by management

●Providing Proof of Delivery for customers/suppliers through Gerrie system software

●Receiving accepted/processed payments through approved intake method; Performing daily cash reconciliation, and balancing of funds for deposit/bank trips, etc.

●Expediting stock arrival & promptly informing customers

●Proficient in using phone systems and handling multiple phone lines

●Conducting thorough verification of shipments by aligning vendor pack slips with corresponding purchase orders and systematically filing documents in numerical order

●Generating and reviewing weekly billing reports

●Processing Return Merchandise Authorizations (RMAs)

Administrative Assistant/Receptionist May 2017- May 2018

Region of Peel, ON (Contract)

●Providing direct customer service to internal and external clients, answering phone calls & relaying messages

●Greeting and directing visitors, as well as responding to in-person inquiries from clients and other parties. As the first point of contact, presenting a positive and professional image of the organization to all visitors

●Facilitating communication and correspondence through email, memos, letters, faxes, and forms, and conducting timely updating of staff information bulletin boards

●Assisting in the preparation of regularly scheduled reports; collecting and preparing information and documents for discussion and presentation purposes

●Developing and maintaining a filing system and all online databases; maintaining contact list and updating and maintaining office policies and procedures

●Scanning documents and filing electronically

●Supporting scheduling/payroll function by doing call-ins for staff replacements and related data entry/changes and facilitating calendar management

Administrative Assistant Jan. 2017- Apr. 2017

Desloges Law Group, Professional Corporation (Immigration law firm) (Contract)

●Facilitating correspondence with the CIC and other offices

●Providing support to law staff by drafting correspondence, reports, and other documentation

●Preparing, researching, updating, and processing documents (forms, legal documents, payment slips, court documents, dockets)

●Receiving documents/applications from clients and all levels of staff

●Verifying compliance with company regulations and procedures

EDUCATION

Bachelor of Arts in Psychology (with Distinction)- University of Karachi, Pakistan

●Double Major in Psychology and Sociology

●Minor in Philosophy and Education Studies

●St, Joseph’s School & College (missionary)

Computer/Software Knowledge:

●Proficient with MS Office Suite

●4+ years of experience using Oracle/ PeopleSoft and JD Edwards Software

●Proficient with Inspyrus (Invoice approval), SAP Data Management Software

Ethnicity: Portuguese Goan

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