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Executive Assistant Administrative

Location:
Dollard-des-Ormeaux, QC, Canada
Posted:
March 26, 2020

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Resume:

Anne Kalogritsas

*** ******** ***** *******-***-Ormeaux, QC H9G 1M8

514-***-**** E-Mail: adcgf4@r.postjobfree.com

LinkedIn - linkedin.com/in/anne-kalogritsas-337a441a 1

Professional / Career Profile

Executive assistant with a successful record of accomplishment of managing senior executive administrative activities with consistent superior results.

In-depth knowledge of administrative needs for a wide array of business areas and industries, for both privately owned and public organizations with local and international operations.

Proficient computer skills, developed Office Manager competencies and event management capabilities. Keen interpersonal skills. Fluent spoken and written English and conversational French.

Highly organized professional, proactive, team player, with cheerful outlook when faced with demanding challenges.

Professional Experience

Thread Collective Inc. April 2019 - Present

Executive Assistant

All administrative duties as required by CFO / COO (business and personal)

Liaison for internal and external departments

Research, prioritize and follow up on incoming issues and concerns addressed to the CFO / COO, including those of a sensitive nature; determine appropriate course of action, referral and response

Screen, validate and respond to CFO / COO emails (approx. 200+ per day)

Run varies reports as required from Momentis

Travel arrangements and bookings (airline, hotels, cars)

Register and coordinate meetings at various industry events and tradeshows worldwide

Take meeting notes

Prepare and validate expense report for CFO/COO

Process all medical claims for CFO / COO

Reconcile Corporate American Express Bill – approximately 75 pages

Project management of company move to new location SpaceBridge Inc (formerly Advantech Wireless) April 2018 – April 2019 Executive Assistant to CEO / Office Manager

Travel arrangements for CEO and all company travels (World travels)

Screen, validate and respond to CEO’s emails

Negotiate and manage all company cellular contracts and phones

Background and Employment verifications of new hires

Attend all management meetings and take notes / action items

Administer security system and codes

Ryfas Inc. April 2012 – November 2017

Operations Manager (AC took this task in-house - company closed) Ryfas Inc is a private company established in 1986. Ryfas Inc. performs administrative services related to the importing and distribution of jet fuel to Canadian airports.

Jet fuel receipts and deliveries for Air Canada’s three off-airport storage facilities (Quebec City / Vancouver / Hamilton)

Coordinate jet fuel receipts into tank

Arrange sampling, monitor fuel quality and follow-up on any issues 2

Schedule airport deliveries

Liaise with Air Canada and their service providers

Coordinate facility maintenance & site visits

Manage and coordinate servicing of Air Canada’s railcar fleet (approximately 190 railcars)

On call 24/7

Liaise with IT companies for database issues

Reconciliation of exchanges and sales

Reconciliation of tank inventory and follow up of any unusual gains/losses

Maintain quality recertification spreadsheets

Month-end reporting

Technology Evaluation Centers (TEC) September 2010 – March 2012 Administrative Assistant to V.P. Sales

All administrative duties as required by V.P. Selection Services, and sales department

Create templates and edit sales proposals

Proofread, edit, and format sales documents

Manage client referral program

Coordinate creation of marketing collateral with editing, design and developer departments

Procurement of phone system and long-distance plan

Travel arrangements and trade show planning

Dispatch company phone calls

Responsible for office supplies

Velan Inc 2009 –2010

(maternity leave replacement)

Executive Administrative Assistant to VP of HR and General Counsel

All administrative duties as required by the V.P. Human Resources and General Counsel

Receive, coordinate and file all litigation files both e-filing and paper

Coordinate and compile documents and information binders for Board Meetings, Executive Members Committee, Audit Committee Meeting

Organize and Maintain Outlook Agenda

Coordinate Annual Proxy preparation

Prepare Expense Report

Travel arrangements, and related travel visas

Pharmascience Inc. 2006 - 2008

Executive Administrative Assistant to both President and Chairman/Founder

All administrative duties as required by Chairman of the Board and President

Organize and maintain Outlook agenda for Chairman of the Board and President

Coordinate, assemble and distribute binders for quarterly board meetings

Schedule meetings and arrange for necessary equipment, lunches and refreshments as required

Timesheets tracking (hours, vacation and floater days) for department (6 people)

Expense account reports for Chairman of the Board and President

Responsible for department stationery

Travel arrangements, and necessary travel visas

Club de Hockey Canadien Inc. 2005 – 2006

(maternity leave replacement)

Executive Administrative Assistant to the VP Finance/CEO of the Montreal Canadiens

All administrative duties as required by Vice-President Finance/CEO and Controller

Control, distribute and requisition show and hockey requests for tickets

Assemble and distribution of monthly financial statements

Posting of general entries with the Great Plains accounting software program

Ordering of all stationary supplies for department

Prepare weekly Event Sales Report

Reconciliation of shipping invoices

3

Holden Group of Companies Inc. 1989 – 2004

(Company was sold – position eliminated)

Executive Administrative Assistant to the President

Managed and organized all administrative activities of the President’s office, including other corporate business activities, personal of the President outside of the company.

Assisted various mergers and acquisitions:

- creation of company policy manual,

- assemble documentation for corporate reorganization,

- validation of subsidiary documents,

- coordination of all translations, etc.

Responsible for various systems administration and office equipment:

- all mobile communications (feasibility studies, purchases and monthly analysis),

- office alarm system (authority levels setup and maintenance),

- installation of two telephone systems (purchasing, administration, system maintenance and training),

- photocopiers, printers and fax machines (obtained estimates, identified user needs and submitted proposal to controller for final approval).

- coordinated all major office renovations, playing a role in coordination and scheduling of work to ensure minimum disruption.

Event planning and management:

- organized, and hosted the Annual Canadian Railway Club luncheon (400 attendees). The event was consistently successful and highly rated by all attendees,

- coordinated and organized company functions i.e. Christmas parties for employees and children, monthly social and special events. Fostered close-knit company culture,

- managed corporate travel, promotional business activities and car service. Computer Skills

Microsoft Office, Word, Excel, PowerPoint, Access, Outlook, Sharepoint, SalesForce

Quickbooks

Windows 2010 / Apple MAC

IOS Knowledge - Apple MAC and iPhones

Momentis Fashion System

Education

Microsoft Office (Word, Excel, Powerpoint and Access) – Formation PC Plus & Synesis

Quickbooks – Basic Bookkeeping

Secretarial science at Vanier Cegep

Associations

• Certified Commissioner of Oath with Registre des Commissaires à l’assermentation for the province of Quebec

• Community Soccer Association Team Manager (13 years) and Yearbook Chairperson putting together and distributing 2,500 yearbooks

• Lakeshore Women’s Soccer League as Secretary-Treasurer responsible for all budget and financial aspects of the league, as well as organizing the end of the season banquet for 120 players. Active player of the league for 6 years.

• Served on a local School Committee as Christmas Event Coordinator organizing a school Christmas breakfast for students and their families. Responsible for food, entertainment, set-up and coordinating the event with the assistance of 3 other committee members for approximately 350 people.



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