Executive Assistant Administrative

LISA GROTEN

** ******** ********, *******, ** M*P 4E6 · 416-***-****

****.********@******.***

Resourceful Senior Executive Assistant with over sixteen years’ experience providing top level support to Presidents, Partners and Directors. Focused and detail oriented, with exceptional organizational, planning and time management skills. Proficient at building and maintaining professional relationships.

EXPERIENCE

OCTOBER 2018 – SEPTEMBER 2020

MNP LLP

SENIOR ADMINISTRATIVE ASSISTANT (EXECUTIVE & PERSONAL)

Provides outstanding administrative support for multiple Partners and Professionals; ensuring timely turnarounds with adherence to strict deadlines.

Monitors and manages Outlook calendars for multiple Partners within the Real Estate & Construction Group; including arranging internal and external meetings; responding to changing priorities, coordinating meeting logistics and preparing support material.

Reviews upcoming deadlines and work requirements with Partners; to manage the flow of work i.e.) documents for approval, review and signature.

Prepares, reviews and modifies general templates, letters, reports, PowerPoint presentations, Word documents, Excel workbooks and other correspondence materials.

Formats and edits client correspondence, presentations, proposals, and reports.

Efficiently responds to Partner, client and employee inquiries in a timely manner.

Prepares and delivers client invoices and processes electronic payments.

Manages all personal and professional travel arrangements and ground logistics for Partners.

Responsible for the preparation, reconciliation and submission of expense reports (both personal and professional), for multiple Partners.

Responsible for breakfast and lunches for multiple Partners.

Responsible for maintaining various season ticket purchases and coordinating with preferred charities when tickets cannot be utilized by Partners.

Coordinates all personal appointments; dentist, doctor etc.

Coordinates all personal maintenance items i.e.) Vehicle(s), cottage and home landscaping, plumbers, electricians, architects, cleaning personnel, etc.

Responsible for event planning and organizing

AUGUST 2013 – OCTOBER 2018

GANNICOTT LIMITED

PERSONAL & EXECUTIVE ASSISTANT TO THE PRESIDENT

Manage, schedule and coordinate all personal appointments for the President and Spouse

Arrange hotel, flights and itinerary for personal travel for President and Spouse

Manage bills and credit cards, make sure they are up to date and paid in a timely manner

Provide concierge service and manage lifestyle activities

Manage contractors, trades and maintenance staff

Coordinate personal shopping for President and his family

Ensuring all significant dates and scheduled appointments are not missed

Event planning for large corporate and personal activities

Assist the President of the company in day to day operations

Maintains relationships with financial advisors and brokerage companies; while sustaining a working knowledge of stocks – both purchasing and selling.

Answer all incoming calls, stocks and open and distribute daily mail, file important documentation

Arrange travel and hotel accommodations for management and staff

Draft a variety of correspondence including quotes, emails, letters and purchase orders

Balance the monthly financial books and oversee the accounts

Coordinate and arrange international and domestic shipping of machinery and machine parts

FEBRUARY 2012 – MAY 2013

CIBC WORLD MARKETS, INC.

EXECUTIVE ASSISTANT, MINING DEPARTMENT

Primary support to Director, Executive Director and Managing Director

Provided support for the Junior Staff and Team

Arranged and coordinated complex domestic and international travel

Prepared extensive and detailed expense reports on a monthly basis

Responsible for monitoring and managing multiple calendars

Updated Quantum, Salesforce and Outlook contacts

Planned events: managed budgets, chose dates, selected and reserved venues and coordinated transportation and lodging

FEBRUARY 2011 – JANUARY 2012

ROGERS COMMUNICATIONS

EXECUTIVE ADMINISTRATIVE ASSISTANT, ENTERPRISE DATA WAREHOUSE

Provided administrative support for the Project Management Office and Communications Directors

Managed all aspects of Directors’ calendars

Scheduled resources for all meetings (international travel arrangements, lodging, meeting materials, archived presentation materials, etc.)

Processed Directors’ expenses utilizing Oracle financial tool

Responsible for onboarding over 140 staff members i.e.) laptops, PC’s and phones, etc.

Collaborated with Corporate Real Estate Team on varied premise’s issues, including floor plans

Created and maintained ‘Administrative Process Manual’ for all admin staff

Contributed to the development of PowerPoint slide decks for weekly Project Status meetings

Updated and added staff resources

Acted as SharePoint Administrator: managed user permissions, created document libraries, uploaded content to Stakeholder directories

Responsible for overseeing the Social Committee and organization of social events

NOVEMBER 2004 – FEBRUARY 2011

ROYAL COLLEGE OF DENTAL SURGEONS OF ONTARIO

ADMINISTRATIVE ASSISTANT, HEARINGS & COMPLAINTS DEPARTMENT

Provided direct support to the Manager of Complaints, Hearings and Investigations, as well as the Assistant to the Registrar

Acted as a liaison to the Discipline Committee members organizing upcoming Hearings and Pre-Hearings

Prepared all required documentation for all Hearings and Pre-Hearings and sent out to Counsel

Maintained the Hearing schedule and communicated to all appropriate staff

Directed support to the Complaints Investigator

Managed a hectic desk, in a time-sensitive environment

Prepared correspondence relating to all complaints

Acted as a liaison to the Professional Liability Department

Received all dental records and itemized all material, including models

EDUCATION

JUNE 1994

LEGAL SECRETARY, success business college

Graduated with Honours

SKILLS

Advanced Word

Advanced Excel

Advanced Outlook

Advanced Powerpoint

Event Planning

Complex Travel Arrangements

Dicta Typing

Vendor Management

REFERENCES

Available upon request.

Contact this candidate