Executive Assistant Data Entry

SANDRA CLARKE

CELL: 416-***-****; EMAIL: ********.******@*****.***

PROFESSIONAL SUMMARY

Initiative-taking and ingenious professional with twelve plus (12+) years of experience in Business Administration. Aspiring to provide competence in technology, client management, manage interaction between upper management and employees, consulting with internal and external executives on various projects and tasks. Plan and organize work to ensure the senior executives' priorities are met, organizational goals are achieved, and best practices are upheld. Adept at fostering positive relationships with clients and colleagues. Proven successful history collaborating with stakeholders and company leadership. SKILLS

Vendor Management

Human Resource Management

Medical Transcription/ Medical Terminology

Relationship Building

Expert Level Verbal and Written Communications Skills

CRM software

Database management

Data Entry

Teamwork

Problem Solving

Customer service

Communication skills

Organizational skills

PeopleSoft HRMS Dayforce HRIS Ceridian

Knowledge of Personal Health Information Protection Act

(PHIPA

Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Adobe Acrobat, DocuSign

Microsoft Outlook Calendar, Teams

Google Sheet, Zoom

Maintain Compliance

Supervising experience

Leadership

Website maintenance

Onboarding Specialist/ New Hire Orientation

WORK HISTORY

Executive Assistant to VP - Toronto Community Housing, Facilities Management – 2019 to Current: Responsible for managing the day-to-day administrative activities in support of the Vice-President, ensuring the department. Maintained and monitored the executive’s calendars of scheduled appointments, upcoming events and matters requiring immediate attention. Coordinated agendas, send meeting invitations and agendas to attendees. Performed administrative, financial, and operational tasks that keep the organization running smoothly. Collaborated daily with team members in the completion of projects, tasks and general inquiries. Act as delegate for executives and their direct reports, as required, for workday transactions. Proactively coordinate and oversee administrative work and take necessary action to ensure divisional success. Responded to requests and enquiries and resolved issues in a timely manner on behalf of and in support of the VP/Senior Director(s), managers, where appropriate. Supported organizational communication and collaboration by acting as a liaison for organizational information sharing, communications, and various matters, including those of a confidential matter. Monitored, reviewed, standard expenditures to ensure the activities of the office are conducted within established budgets. Developed and supported effective relationships with internal and external stakeholders. Maintained correct records of financial transactions. updated and supported the Corporate Policies and Procedures (SharePoint). Managed accounts payable and accounts receivable, including invoicing, and contracts as per policy and procedures. Maintained the accuracy of vendor information in the vendor database and resolved vendor profile discrepancies as needed. Maintained a record of attendance and payroll documentation for employees within their portfolio. Organized and managed the absence and overtime sheets for staff, including vacation/sick leave and timesheet. Managed the onboarding and offboarding of staff and board directors. Coordinated and provided support to new staff, updated existing department Org. chart as required. Facilitated onboarding of Executive members, including transferring signing authority and orientation to roles. Assisted in coordinating in-office or virtual meetings, townhalls or offsite events, booked meeting spaces, agenda development, troubleshooting and ordering catering with dietary restrictions. Remote Executive Assistant to Finance, Chief Section- Diagnostic and Surgical Recovery Taskforce of Manitoba

(DSRTF) – (temporary assignment) 2023

Executive Assistant to the Chief Administrative Officer, scheduling complex calendar management, working in Teams, tracking, and documenting Accountability letters in SharePoint, and Smart Sheets. Ensured Physicians, Steering Committee members, vendors, staff are paid in a prompt fashion - Accounts payable (for signature approval). Monitored accounts receivable and following up on overdue invoices. Aided in basic accounting i.e.: invoice processing, expense tracking, and reconciliation. Created PowerPoint presentations, MS Word documents and all required MS Excel spreadsheets necessary for Finance Chief, updating the task force managers as required with relevant reports and data as requested. Supported Director in the approval and tracking of invoices, purchase order and budget reconciliation, and other miscellaneous requests. Managed and performed customer service functions associated with clients/customers of the DSRTF Finance, Chief Section office. Maintained effective working relations with divisional management staff and officials outside of the division with whom Finance Shared Services conducts regular business. Sr. Administrative Assistant-Sr. Directors–Women’s Infants Health & Nursing and Surgery & Oncology -Sinai Health System-Toronto, ON -2011-2019

Organized the daily schedule and prioritizes urgent requests. Coordinated daily administrative operation of the office by organizing workload priorities. Consult with Central Administration staff at all levels and with various Board and community groups. Prepare a wide variety of communications for staff (e.g., updates, direct line communiqués, training materials, etc.). Liaise with other departments on specific professional issues, as well as procedures, protocols, and practices. Liaise and work as a team member with other administrative staff to support department, system-wide, and external initiatives. Provided administrative and secretarial support (e.g., planning, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public and arranged conference calls. Demonstrated ownership, proactiveness, and a creative thinker. Worked independently, exercising judgment and initiative, while projecting a tactful, diplomatic, and professional approach at all times. Provided administrative direction to other divisions by effectively organizing and distributing information i.e., project, request for information or report requirements.

Executive Assistant-Sr. Director-Patient Flow Dept.- St. Michael’s Hospital Toronto, ON -2007-2011

Booked intake appointments that come through web-based, email and partner referrals. Accepted and recorded new referrals within our client intake system. Verified information and coordinated assessment times with our network of clinics, booked appointments via the internal booking system. Ensured prompt documentation in Electronic Medical Record and supported client records as needed. Provided drug coverage support to physicians and patients, followed up on submissions pertaining to obtaining coverage through private and provincial drug plans, ensured patients have access to their prescribed treatments in a timely manner, acted as a resource to physicians, provided continuous support for patients for renewals, and coverage changes. Coordinated the schedule for service with the client and clinical team. Conferred with admissions team to coordinate client intake, including scheduling, e-health record creation, client onboarding, and billing coordination.

Administrative Assistant- Sr. Physician - CAMH-Centre for Addiction & Mental Health, Toronto, ON– 2004-2007

Clinical Intake:

Function as the first point of contact for client companies, Booked intake appointments that come through web-based, email and partner referrals. Accept and record new referrals within our client intake system. Verify information and coordinate assessment times with our network of clinics, Call clients & clinics and book appointments via the internal booking system. Other responsibilities will include inputting and updating referral data and treatment plan statuses in the database. Ensure prompt documentation in Electronic Medical Record and supported client records as needed. Coordinating the schedule for service with the client and clinical team. Consulting with community engagement lead re: recommendations, schedule, selection of specific service. Consulting with the admissions team to coordinate client intake, including scheduling, e-health record creation, client onboarding, and billing coordination. Reviewed required documentation including clinical agreement/consent(s), welcome (clinical intake) package.

Checked-in patient, enter basic demographics which includes but is not limited to previous medical history, personal information, pharmacy details etc.

Administrative Assistant–Sr. Director, Central Community Care Access Centre, Toronto, ON- -2000-2004

Established effective relationships with internal and external stakeholders. Lead the planned, coordinated and delivered departmental activities. Provided administrative and operational support to the leaders of a large, diverse team that includes one or more senior executives. Co-ordinated and supervised clerical/secretarial staffing requirements. Hired, oriented and trained employees regarding divisional administrative and office procedures. Provided coaching and mentoring to junior administrative staff to help them acquire the skills needed to perform their current responsibilities. Managed and monitored upcoming calendars and events. Forward meeting invitations, reserve meeting rooms and make necessary arrangements, including resources, to ensure meetings run smoothly and efficiently. Participated in the coordination and delivery of departmental activities. Supported the development of a personalized message, which included drafting, editing, and transmitting communications (e.g., correspondence, presentations, policies, and procedures). Route outgoing communications. Processed invoices for payment in accordance with documented processes, guidelines, and vendor agreements. Prepared and recorded expense claims and expense reports by department. Liaise with internal business units and external vendors and participate in the coordination, including contract or casual employees and staff members joining or leaving the organization, relocations, office planning and modern furniture requirements, while ensuring that operations are interrupted as little as possible. Ensured all vacation and absence schedules are recorded, reflect essential business needs, follow guidelines, and are managed consistently across all employees on the team; identify scheduling conflicts for resolution. Coordinated staff training needs (research, reservations, cancellations, confirmations, etc.) Used judgment to identify problems, determine their causes and resolve them within established limits. Assisted and represented the Executive by providing timely assistance in response to internal/external requests to resolve inquiries/problems as they arise, based on knowledge of policies and procedures. Worked effectively within a team environment to assist in the achievement of the Department’s objectives. EDUCATION

Business Administration/MS Office Specialist – Canadian Business College, Toronto Diploma Business Management/ OA -Toronto School of Business, Toronto Project Management Workshop –Best Career Leap – October 2016 (Certificate) RCI– Rent geared to income– October 2020 (Certificate)

Reference: Available upon request

SANDRA CLARKE

CELL: 416-***-****; EMAIL: ********.******@*****.*** September 27, 2024

CIBC

Toronto, ON, Canada

Executive Assistant, Global Markets- Remote

Dear Hiring Manager,

I am writing to express my strong interest in the Executive Assistant (remote) position that directly contributes to the success of the organization, members. Completion of a post-secondary college diploma program with over 12+years’ relevant transferable skills and experience as an Executive Assistant in a highly professional, confidential, and fast-paced environment. Strong communicator. I have excellent verbal and written communications and interpersonal skills to interact with a wide range of individuals in a wide range of situations, which usually requires tact, diplomacy, and discretion. I am digitally proficient. You have a strong command of MS Office suite including Word, Excel, PowerPoint, and Outlook. (MS Teams, and Google Workspace Viso, and Peoplesoft). Proven ability to multi-task with a high degree of accuracy. Ability to take initiative and effectively manage frequently changing priorities. Curious, driven, self-starter with a strong desire to learn. Ability to maintain confidentiality at all times. Strong analytical and problem-solving ability. Demonstrated initiative, action oriented and project coordination skills.

Having worked as an administrator for over 12+ years, with experience supporting one or multiple senior level (C- executives). Demonstrated sound judgment including the ability to identify, and problem-solve independently. Flexible and capable of multi- tasking with several competing requests and changing priorities. I am highly motivated, have a positive attitude and the ability to work independently and part of a team; aptitude to collaborate and work closely with others, fostering teamwork to achieve shared goals. Ability to convey complex matters clearly and concisely, high emotional intelligence (EQ) to forge effective working relationships with staff, senior management, and external stakeholders with tact and diplomacy. I am an efficient communicator that has the ability to manage the workflow of multiple initiatives at once with varying deadlines and complexity. I bring a strong work ethic, have strong client focus with proven success in developing working relationships. I am confident that these qualities, combined with my passion, commitment, integrity, mission-driven and self-directed disposition make me an ideal candidate for the Sr. Human Resources Coordinator role. Thank you for considering my application. I look forward to discussing in more detail how my experience aligns with your organization’s needs.

Best regards,

Sandra Clarke

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