Administrative Assistant

Thava Ratnam Email: ************@*****.***

LinkedIn: https://www.linkedin.com/in/thava-r-83110b1a8 Phone: 416-***-**** 73 Skyview Point Crescent NE, Calgary, AB T3N 1B6

October 19, 2020

The Human Resources Manager

Leaders Group

Calgary, AB

Dear Sir/Madam:

Re: Administrative Assistant (NOC 1241) (TO-D8A0F) Please accept my resume in consideration for the potential position. Having read through your job description, I am thrilled to be applying for this position as my experience with various industries and skillset matches the requirements. As detailed below, I am very passionate about my work and am highly motivated by delivering results through consistently producing high quality work. It is my strong attention to detail and co-ordination skills that has proven extremely beneficial daily specifically in my most recent position providing administrative support to a department of almost 115 staff. I believe in getting the job done, and as such, am always flexible to work outside of regular business hours to meet critical deadlines, if required.

I was valued by the management and staff as a critical support pillar for the team. I have spearheaded the efforts to “go digital” for almost all planning and paperwork, increasing office efficiency. My background includes overseeing administrative operations and driving office efficiency within detail-oriented, deadline-driven environments. From overseeing project management operations and coordinating complex proposals, travel arrangements, organizing cultural events, facilitating meetings and appointments. I excel at prioritizing tasks, collaborating with peers and management teams, and implementing effective communication and organizational procedures. Being a team player and first point of contact is another one of my strong suits for the team and new hires when they need information. I am willing to learn and develop new skills to reach the extra miles in my career. Upon given opportunity, I strongly believe that I will be a valuable addition to your team. I am highly structured, meticulous and have a unique ability to multi-task. I was valued by the management and staff as a critical support pillar for the team. I am confident my overall skills and experience, and upbeat personality and attitude will allow me to be a valuable addition to the company. My resume goes into more detail about my daily job duties and achievements during my tenure as an administrative assistant. I would welcome the opportunity for a phone conversation to discuss my experience and suitability for employment at your company.

Yours sincerely,

Thava Ratnam

Encl.: Resume

ADMINISTRATIVE ASSISTANT

THAVA RATNAM Tel: 416-***-****; Email: ************@*****.***; LinkedIn: https://www.linkedin.com/in/thava-r-83110b1a8 Experienced and self-motivated Administrative Assistant with over 10 years of experience with engineering consulting, corporations, aviation and real estate companies. Handled high volume of work and managed well under pressure to meet strict deadlines. Bringing forth a proven track record of successfully managing offices and helping the team to work towards reaching the goals. Received award on International Women’s Day for being a pillar of strength and an inspirational figure within the department. Organized cultural diversity by organizing various celebration to have a better understanding and respect within the staffs. Promoted workplace physical activity by organizing stair climbing during lunch or break time. Highlights of Skills

• Highly organized with the ability to prioritize, problem solving and detailed oriented

• Ability to multi-task in a fast-paced, and deadline-driven environment

• Strong organizational and time management skills

• Willing to learn and take on new/additional roles and responsibilities

• Good interpersonal communication skills and approachable personality

• Ability to work with all levels of management with confidential and sensitive information

• Available and responsive during non-business hours

• Team oriented with a great sense of camaraderie

SOFTWARE

• E-Collaboration, SharePoint

• Microsoft Suite (Word, Excel, Power Point)

• MS Project, MS Publisher

• MS Outlook, Office 365, Google G Suite

• Microsoft Power BI

• BAAN IV System

• Bluebeam, Adobe

Acrobat X Pro

• SAP 2000

• Deltek Vision

• MS Team, Skype, MS Lync,

Cisco WebEx

PROFESSIONAL DEVELOPMENT

• Worker Health and Safety Awareness in 4 Steps

• Health and Safety Courses for Environment, Health and Safety (EHS) Introduction

• Ergonomic Workstation Organization

• Ontario COR Preparation and Code of Conduct

• Accessibility to Ontarians with Disabilities Act

• Canada's Anti-Spam Legislation (CASL)

• General Awareness (Level 1) and Accessibility for Ontarians with Disabilities Act (AODA). PROFESSIONAL EXPERIENCE HIGHLIGHTS

Administrative Assistant to Vice President, Infrastructure, Water & Wastewater WSP Canada Inc., Thornhill, ON Jun 2016 – Apr 2020

• Provided Administrative Support to a dynamic and busy team of 115 staff and acted as the point of contact for internal and external clients.

- Handled confidential documents and final proposal pricing sheet with Vice President

- Acted as the point of contact for internal and external clients

- Responsible for preparing charts, presentations and formatting/editing reports, contract, project, tender documents as per corporate format.

- Handled meeting coordination, scheduling, calendar management

- Assisted in various proposal/project task including monitoring activities.

- Processed expense reports and cheque request using Deltek software, verified P-card expenses with project codes and Invoice processing with account department

- Managed travel arrangements, hotel, and restaurant reservations.

- Ensured project files archiving is properly labelled, sorted, categorized and store it at iron mountain for general or legal reference.

- Responsible for new hire onboarding with welcome kit, access card, computer and software.

- Coordinated with IT department on all office equipment, printers and plotters.

- Organized caterings for meetings or events

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- Maintained accurate staff records for new and existing employees.

- Processed shop drawings from Contractors for engineers review and approval. The revised shop drawings are sent to the Client for their review and approval.

- Updated WSIB and insurance certificates for projects /proposals.

- Procured office stationery supplies and PPE (Safety Vest, Hard Hat, Safety Glass, and Gloves) for engineers and site staffs

- Responsible for updating CVs and contract documents for Metrolinx Regional Express Rail (RER) project. Administrative Assistant/Proposal Support to Senior Director, Municipal Infrastructure Genivar Inc. (Acquisition of WSP Canada Inc.), Markham, ON Feb 2008 – Jun 2016

• Provided Administrative Support to a team of 70 staff

- Responsible for preparing and coordinating meetings, presentations, renewal of WSIB and Certificate of Insurance, report submissions and expense reports

- Managed receptionist area including greeting visitors, responding to telephone and in person request for information.

- Assisted team with process of shop drawing submissions

- Coordinated with the managers, IT and HR Department for new hire orientation, access card, seating arrangement, welcome kit and computers/software requirements.

Administrative Assistant (Temp), Structural and Energy Group MacViro (Acquisition of Genivar Inc.), Markham, ON Oct 2007 – Jan 2008

• Provided administrative support to ensure efficient operation of office.

• Handled office tasks, such as filing, generating reports, presentations, setting up for meetings, and reordering supplies.

• Assisted team with process of shop drawing submissions Part Time Evening Administrator

Century 21 Percy Fulton - Tom Joseph Team Ltd Oct 2015 – Mar 2020

• Knowledge of Microsoft Office, Microsoft Publisher, DocuSign, Web Forms, Top Producer, Advance Websites, Morris Marketing, Followupboss, MLS, Authentisign

• Provided general office administrative support and greeted visitors in a friendly manner to the brokerage

• Prepared listing presentation including Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings etc.

• Prepared Feature Sheets, MLS Listings, Signs and accompanied agents to open houses.

• Created flyers using MS Publisher for current and sold properties

• Accompanied Agents to open house to assist them with documents and obtaining information from Buyers

• Uploaded and maintained listings on the Multiple Listing Service (MLS) system

• Responsible for administration group timesheet and expenses

• Prepared weekly agent in-depth tracker and appointments for weekly meetings

• Updated bimonthly on the status of leads on Advance Websites Business Coordinator

Black & Decker, Richmond Hill, ON Mar 2005 – Jun 2007

• Coordinated with various staff for operational support activities of the unit

• Served as a liaison between departments and operating units for day-to-day operations

• Responsible for preparing the Force Feed Orders, Liquidation Orders, Incomplete Orders, Regression Testing, ISS Report, Sub Over Report, Warranty Claims, Transportation Management System and Tool Commerce using SAP 2000

• Managed project timelines and various functional groups to successfully meet customer deadlines

• Prepared and completed orders for delivery or pickup Operation Assistant

Costi IIAS Immigrant Services, Toronto, ON 2004 – 2005

• Responsible to assist the team during the research and solution design stage of the NeCTAR (Newcomers Connecting to Trades Apprenticeship Resources) Project

• Conducted research on the Trades Apprenticeship System in Ontario that is used to develop resource and training materials on the Trades Apprenticeship System for community-based agency staff across Ontario.

• Support research by compiling information from the Internet, on the Apprenticeship Trades System in Ontario including Women in the Trades, Financial Support programs and compile information on training. 3

• Assisted team in completing and submitting government tenders within stipulated deadlines

• Prepared training materials including flow-charts and other diagrams using MS PowerPoint

• Liaised with government offices to gather information required by Managers

• Prepared training materials including flow-charts and other diagrams using power point for NeCTAR

• Provided administrative support to Executive Assistants including updating contact list of government, ministry and external agencies, merging letters and contact list for various events EDUCATION

• Computer Programming and Information Processing, City & Guilds of London Institute

• Database Management, Stamford Group of Colleges

• Certificate in Internal Quality System Auditor Course by McGraw Consultancy

• Certificate in Secretarial Development Program by Quest REFERENCES

References available upon request

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