Project Management Executive Assistant
Resume:
PROFESSIONAL SUMMARY
Highly organized and motivated professional with extensive
experience providing administrative support to executive-level staff and management. Proven ability to maintain confidentiality for sensitive documents, coordinate complex travel arrangements, and schedule appointments. Skilled in time management, project management, and communication.
ACCOMPLISHMENTS
WORK HISTORY
Executive Assistant to the President, 01/2011 - 06/2024 TeknoScan Systems Inc., Woodbridge, ON
Woodbridge, ON L4H 2M6
*************@*****.***
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SKILLS
Advanced multitasking
Expense Reporting
Exceptional organization
Time management expertise
Strong decision-making
Calendar Management
Travel Planning
Schedule & calendar planning
Payroll
Customer Service-Oriented
Invoice Processing
Advanced MS Office Suite
Project Management
Legal administrative support
QuickBooks expert
AR/AP
ANNA FAL
Prepared and distributed payroll for staff of 27 employees' direct reports.
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Created detailed expense reports over $25000, including currency exchanges.
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Planned corporate meetings, lunches, and special events for groups of 175 shareholders + employees.
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Enhanced executive efficiency by managing and prioritizing the President's daily schedule, appointments, and travel arrangements.
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Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
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Assisted with the onboarding process for new executive team members, creating a smooth transition for all involved parties.
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Facilitated seamless communication between the President and key stakeholders, ensuring timely responses to emails and phone calls.
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• Organized and coordinated conferences and monthly meetings. Prepared comprehensive briefing materials for meetings, enabling informed decision-making by the President.
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Coordinated high-level events with meticulous attention to detail, fostering strong relationships with clients and partners.
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Reduced costs significantly by negotiating vendor contracts and optimizing resource allocation within the department.
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Answered a high volume of phone calls 10 LINE SYSTEMS and email inquiries.
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Screened calls and emails and initiated actions to respond to direct messages for managers.
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• Facilitated training and onboarding for incoming office staff.
• Coordinated events and worked on ad hoc projects. Administrative Assistant, 08/2010 - 01/2011
TeknoScan Systems Inc., Woodbridge, ON
Administrative Assistant to the President, 09/2007 - 02/2009 Gold Park Home, Woodbridge, ON
Used QuickBooks to produce monthly invoices, reports, and other deliverables.
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Streamlined office operations by implementing efficient filing systems and organizational tools.
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Assisted in the recruitment process by reviewing applications, scheduling interviews, and organizing candidate information for easy reference during selection discussions.
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Collaborated with other administrative professionals to share best practices and streamline processes across departments.
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Enhanced communication between departments by scheduling regular meetings and distributing meeting agendas.
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Organized company events such as conferences, workshops, and team-building activities to promote a cohesive work atmosphere.
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Maintained confidentiality of sensitive information by adhering to strict document handling policies and procedures.
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Assisted in budget preparation and expense tracking to maintain financial efficiency within the department.
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Answered multi-line phone system, routed calls, delivered messages to staff, and greeted visitors.
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Sorted and distributed office mail and recorded incoming shipments for corporate records.
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Negotiated contracts with vendors and suppliers for office supplies, equipment, and services.
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Recorded new hires, transfers, terminations, changes in job classifications, and merit increases to main human resources files.
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Enhanced office efficiency by streamlining administrative processes and implementing new organizational systems.
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Maintained confidentiality by handling sensitive documents and communications with discretion and care.
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Supported the President in decision-making by conducting thorough research and presenting comprehensive reports.
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Oversaw calendar management for the President, scheduling appointments strategically to maximize productivity without causing conflicts or overbooking.
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Demonstrated professionalism in all aspects of the role, maintaining a consistently positive attitude and fostering productive working relationships with colleagues and partners.
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Handled confidential and sensitive information with discretion and tact.
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Transcribed meeting minutes to support sales, business development and senior management teams.
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Opened and properly distributed incoming mail to promote quicker response to client inquiries.
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Transcribed and organized information to assist in preparing speeches and presentations.
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EDUCATION
Diploma, Employee Relations Officer, 07/2012
ICS College - Toronto, ON
Diploma, Accounting And Payroll, 08/2010
Trillium College - Richmond Hill, ON
Diploma Administrative Assistant, Business Administration, 02/2006
Business College - Toronto, ON
Bachelor of Arts, International Economics, 02/1989 University of Adama Mickiewicza - Poznan Pl
CERTIFICATIONS
LANGUAGES
English
Full Professional
Polish
Native or Bilingual
VOLUNTEER EXPERIENCE
CERTIFICATION
Ontario Ministry of Labour -Bill 132 Workplace Violence and Sexual Harassment
Employment Standard -Worker Health and Safety Awareness Workplace Law Consulting-Hiring and Recruiting Training Workplace Law Consulting-Managing Employee Termination
• Human Resources Management (HRM)
• Compensation and Benefits
• QuickBooks Expertise
• Executive Support
• Project Management
• Travel Accommodations
• Calendar and Scheduling Software
• Event Calendar Management
• Member Service Representative, Ukrainian Credit Union, Toronto
• Election Administrator, City of Vaughan, Vaughan
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