CHRISTINA MILARCHUK

**** – *** Elm Ridge Drive, Toronto ON M6B 1B1

647-***-**** adlns9@r.postjobfree.com

Executive Assistant:

A highly organized and self-motivated Senior Administrative Professional with a proven history of effectively prioritizing, multi-tasking and managing cross functional projects in busy office environments. Energetic and easygoing with a strong dedication towards great work and professionalism. Known as a resourceful problem solver with excellent planning, research, and decision-making skills. Possesses exceptional communications skills with a talent for building strong relationships at all levels. Recognized for strong work ethic, collaboration and conscientious approach to teamwork. Adept at managing multiple projects with complex deliverables and competing deadlines. Excels at resolving employer challenges with innovative solutions, systems, process improvements and proven ability to increase efficiency, customer satisfaction and the bottom line.

Core Competencies include:

Exceptional Organization Skills

Executive Office Management

Extensive Travel Arrangements

Calendar & Schedule Management

High Quality Documents

Confidentiality & Discretion

Workflow Planning & Prioritization

Presentation Preparation

Corporate Event Planning

Technical Skills include:

Advanced computer skills in MS Office Suite (Word, Excel, Outlook, PowerPoint) plus intermediate skills in MS Project and MS Visio, Adobe Acrobat Pro and DC, Salesforce, Concur and other applications/systems. With aptitude to learn employers’ proprietary software quickly. Have experience with WebEx and Skype for virtual meetings as well as Zoom and Microsoft Teams. Have experience with general bookkeeping and QuickBooks Pro. Beginners knowledge of Google Suite.

Professional Experience

Sprott Money Ltd. Toronto, ON October 2019 - March 2020

Executive Assistant / Office Manager

I provided executive administrative support to two members of the Senior Management Team including the President and the Financial Controller (now the CFO).

• Executive Assistant duties including calendar management for the President, booked board meetings, external business meetings, conference calls, etc.

• Scheduled, attended, recorded minutes, distributed materials for management meetings and followed up on action items.

• Received and screened information, visitors, vendors and clients whether in person, or via phone calls, using judgement and sensitivity in regard to the executive officer’s priorities.

• Provided information and referred callers to appropriate individuals if matters could be responded to by others.

• Maintained the bi-weekly schedule and noted sick, vacation etc. days on the payroll to ensure all staff were paid correctly.

• Managed the budget and expenses for the office including expense reimbursement, approval of invoices for payment, and budget reporting.

• Coordinated and booked travel including flights, accommodation and registration.

• Office management tasks, including event coordination, ordering office supplies and catering, handled vendor relationships, IT support coordination, etc. Worked with vendors and contracts. Procured all office and technology equipment. Administrative tasks such as preparation and proofreading of contracts, presentations, memos, agendas and policy amendments, management and updates of the internal databases, scanning, and photocopying.

• Onboarding/offboarding of employees, tracking of staff vacation and sick days, coordination of training and development.

• Event management such as planning vendor-led training, lunch and learns for clients and prospects as well as office events such as the annual Christmas party.

• Administered the office’s Health and Safety program. Drafted policies and procedures for this program.

• Ad hoc personal and professional tasks as required.

Fidelity Clearing Canada ULC Toronto, ON June 2012 – October 2018

Administrative Assistant

Provided executive administrative support to members of the Senior Management Team which included the CEO, the Senior Vice President of Business Development, Chief Financial Officer, Chief Information Officer, Chief Compliance Officer, VP Finance and Trading, Director Human Resources and Director of Planning and Management. While I did not work for all these individuals at the same time, I did directly report to all of them during my tenure at Fidelity Clearing Canada.

• Inbox Management – Monitored Senior Management Teams (SMT) inboxes. Flagged and prioritized based on urgency and subject matter. Answered emails for non-urgent requests on behalf of the direct report.

• Calendar Management – Managed the SMTs calendars/schedules, maximizing the best use of their time by managing requests and commitments through sorting, filtering and prioritizing requests, while ensuring deadlines were met. Proactively and independently identified, resolved, and managed calendar conflicts.

• Meeting Management and Support – Coordinated and managed the scheduling of client and prospect meetings, leadership meetings, management and team meetings as well as Board meetings. This included setting up conference/video/WebEx calls as well as all logistics and securing of meeting space, catering, and document preparation. Worked with multiple time-zones. Attended internal meetings as requested by the SMT, took meeting minutes, and summarized action items. Followed-up on action items ensuring timely completion.

• Documentation – Reviewed, composed, and prepared reports, charts, graphs, presentations, memorandums, emails and other correspondence on behalf of the c-level executives including the CEO and the rest if the senior management team. Prepared Board packages/materials to be sent out prior to Board meetings. Assisted the SMT with coordinating, creating, editing, and proofreading all standard and non-standard documents, reports, presentations, RFPs, RFIs and RFQs as well as other correspondence. Ensured that information and documents received from the SMT were formatted consistently and within company guidelines for distribution to other c-level executives, prospects and clients, sometimes under extremely tight deadlines.

• Event Management – Worked with Marketing Team designing invitations to events. Prepared the Email distribution lists and client event communications. Managed SMTs contacts, opportunities, and compliance with Canadian Anti-Spam Legislation. Managed, collaborated and supported proposal processes. Enjoyed owning the events process from beginning to end starting from sending out the Save the Dates, Invitations and Reminders and finishing with event surveys. Also sourced out venues and arranged for catering, IT needs etc. Planned events and large meetings, including appropriate type and layout of rooms, seating arrangements, menus, entertainment etc. Managed to keep within budget and was able to provide analytics after the events were over.

• Project Management – worked on several projects for the SMT, some short term and others were long term; analyzed data and prepared reports. Kept track of billable hours and ensured that they were allocated to the correct client &/or project.

• Client Relationships – Ensured that client interactions were input into CRM tool; pulled regular reports for the SMT. Worked on Oracle CRM and Salesforce. Worked with the SVP and VPs of Business Development to onboard prospects as new clients. Ensured all legal documentation from Requests for Information, Requests for Proposal and contracts were distributed after I reviewed them to the appropriate audience and ensured that I received all necessary sign-offs.

• People Management – worked with the CEO’s executive assistant, Human Resources, IT and Facilities in regards to onboarding/offboarding and managing leaves to ensure that their technology was set up, seating assigned/unassigned and access properly assigned.

• Communications – Created, reviewed, and distributed communications. Handled routine communications on behalf of the SMT and reported on actions taken.

• Reporting – Created high quality reports on regular basis and for special requests. Superior internet research skills. This included researching background information from the web as well as obtaining information from existing team members.

• Budget Management – Managed the budget and expenses for the SMT’s cost centers including expense reimbursement, payment of invoices, and budget reporting.

• Travel Management – Handled simple and complex travel arrangements and reservations, both domestic and international, handled business visas, arranged required medical appointments and vaccinations.

• Expense/Time reporting – Completed, reconciled, and met deadlines for expense reports.

• Various Administrative Tasks – Responsible for the creation and issue of purchase orders, requisitions, service requests. Processed invoices for payment and followed them through the payment process, managed technological assets.

Key Achievements

• Proactively set up category system within MS Outlook so executives could review calendar and see by colour system the type of appointment/meeting; blocked time in executive calendars for desk time to work with no interruptions. Created a report month over month to see where SVPs time was being spent, advised on changes to meetings and schedule to ensure his time was maximized effectively.

• Created an excel book using macros to break down sales department’s expenditures based on a monthly basis using different criteria to create a multifunctional spreadsheet so the SMT could see expenses by salesperson, via cost center, by month, by client/prospect/vendor etc. The book contained all activities by the sales department and the output was via charts, graphs and pivot tables.

• Won a 212 Award for creating a response to a complicated and quite large RFP. Recognized both by the Prospect and Senior Management Team for excellence in work product.

• Won several other 212 awards for work product and team interactions for going above and beyond to assist other non-directly supported team members. Was presented with 17 individual 212 cards in one year from staff when I assisted them with special projects, program training and other ad hoc requests. Received a cash reward based on having the most 212 cards received in one year.

Pyramis Global Advisors (Toronto, Ontario) July 2011 - June 2012

Executive Assistant

Temporary Contract to cover a maternity leave with Pyramis Global Advisors, a wholly owned subsidiary of Fidelity Investments Canada. Reported to Head of Canadian Securities, supported team of eight Research Analysts and acted as back-up administrator for 10 Portfolio Managers.

• Managed multiple calendars, set up and coordinated meetings (both internal and external) for team members in Toronto and Quebec, set up conference and video calls and arranged catering.

• Coordinated and prepared required documentation in advance for a wide variety of meetings.

• Made travel arrangements for team including ground or flight transportation, passports, entry visas, itinerary planning, international telecommunication access and tracked payment of expenses for local, North American and International travel.

• On-boarded new employees; provided orientation documentation and set up new workstations. Worked with procurement and IT to set up technology for the new employee’s use.

• Provided general administrative support for team members (such as attending to routine requests, managing contacts, maintaining office supplies, tracking attendance, processing of invoices) as well as being the back-up to one other Executive Assistant.

Key Achievements

• Proactively set up systems to track various departmental processes to ensure proper follow-through for daily activity, monthly billing and tracking of many publications and subscriptions.

• Created system to track travel for team. Research Analysts traveled extensively; the system not only kept track of destination but where in the process they were. Ensured up-to-date information for passport, visa, travel documents and necessary vaccines when traveling internationally.

Additional Administrative and Management Roles include:

Altis Human Resources Executive Assistant to C-Suite Executives (March 2010 – July 2011)

Cancer Care Ontario Administrative Secretary (August 2006 - November 2009)

Office Team Executive Assistant to Partners and CEO’s (Nov.2005 - August 2006)

Jefferson Wells International Executive Assistant to Managing Director (Sept. 2003 - October 2005)

Education

Hospitality Administration and Management Diploma GPA 4.0/4.0 1983 - 1986

Centennial College (Toronto, ON) Three-year diploma program

Professional Development

The Executive Assistant Master Class

Proofreading, Grammar and Spelling Smart Events International

IBM Training 2019

2018

MS Excel 2010 Level 3 – VBA Macros Global Knowledge 2018

MS Excel 2010 Level 3 – Database Management Global Knowledge 2017

MS Excel 2010 Level 2 Global Knowledge 2015

MS PowerPoint 2010 Level 2 Global Knowledge 2015

MS PowerPoint 2010 Level 1 Global Knowledge 2015

MS Visio 2010 Global Knowledge 2014

MS Project 2010 ComputerHelp 2013

Adobe Acrobat XI ComputerHelp 2012

LinkedIn Profile: www.linkedin.com/in/christina-milarchuk

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