Experience

The International Centre

• Canada
• Events Services
• 1 - 100 Employee

• Executive Assistant to the Chief Executive Officer, Chief Operating Officer, Chief Financial Officer

  • May 2012 - Present

  Executive Administration• Manage the calendars of the CEO and CFO, including scheduling of meetings and events relating to internal meetings, special events and client meetings.• Provide daily and weekly reports to the CEO from the company’s Microsoft CRM (EBMS) event tracking system.• Prepare and distribute financial reports, Executive reports, meeting agenda and minutes of meetings in collaboration with the CEO and CFO relating to the monthly Board of Directors meetings and Annual General Meeting.• Communication with Board of Directors and Shareholders as required.• Transcribe and distribute minutes of Board of Directors meetings, Managers Meetings, Sales Meetings and other meetings, as required.• Arrange details for all Board Meetings and the Shareholder Annual General Meeting, including booking of space, AV requirements and meals.• Responsible for follow up relating to expiry of contracts and initiate new agreements with the CFO and/or designated managers. • Assisted in compiling all documentation required during the due diligence process of the sale of the business, which closed in December 2017.• In June 2018, also assumed support role to Engineering and Client Services departments. This role broadened my experience with direct interaction with show clients, contractors and third-party suppliers to consumer and trade show events.• Responsible for issuing building keys, programming FOBs, programming lot directional signage, arranging safe combination changes for trade and consumer show clients and supporting client services by producing reports for set ups to all events.• Coordinate all corporate travel, including air, hotel and car rentals to ensure all travel is documented and approved through the corporate credit card.• Prepared new tenant leases, renewals and amending agreements; maintained log to track circulation of same through the approval process and distribution. • Support to other departments as required.



Best Doctors Canada

• Executive Office Administration

  • Jan 2005 - Dec 2011

  Financial Accountability:•CRM administrator of direct business including set up new business, invoicing, PAC and EFT commission payments, banking, cheque processing. •Generate management and financial reports.•Project lead of TPA transition of company’s direct business to in-house MS Dynamics CRM 4.0. •Responsible for the coordination with a TPA to set up new direct business membership applications.•Responsible for communication of changes in processes and procedures with the TPA.Account Management/Customer Service:•Account manager for our direct group & individual business. •Customer service included interaction with insurance companies, members, employers, benefit administrators, agents and responded to all general inquiries.•Maintained the agent data base and new applications with TPA.Marketing Coordinator:•Review/edit/approve draft copy and final layout for branded and cobranded marketing material created through insurance carriers and brokers.•Review/edit/approve final layout and proofs for branded marketing material, websites, ads, marketing swag. •Spoke with members, drafted and finalized member testimonials.•Managed and distributed printed material and marketing swag.•Organized and arranged all details for trade shows, including marketing swag, printed material, booth management, storage, setup/tear down.Executive Support/Office Management/Human Resources:•Provided administrative support to executive management team relating to presentations, contracts, travel, expenses, client meetings, petty cash and other administrative duties as required.•Maintained human resource records, new employee orientation, terminations and changes to our insurance benefit system and ensure all information is current and up to date. •Management reports and invoicing from the HR system.•Office management included office supplies, equipment contracts & repair and other vendor contracts and relationships.



Munich Re

• Germany
• Insurance
• 700 & Above Employee

• Executive Assistant

  • Jan 1999 - Jan 2005

  • Supported three Vice Presidents and their staff performing administrative functions.• Coordinated travel plans, scheduled appointments, arranged and coordinated client meetings.• Trained to back up all other executive assistants when required. • Supported three Vice Presidents and their staff performing administrative functions.• Coordinated travel plans, scheduled appointments, arranged and coordinated client meetings.• Trained to back up all other executive assistants when required.



International Wallcoverings Company

• Executive Assistant

  • Sep 1997 - Jan 1999

  • Direct report and support to the executive team: President, Executive Vice President, Sales and Marketing; Executive Vice President, Finance and Manufacturing.• Managed EVP Sales & Marketing email both incoming and outgoing.• Responsibilities included secretarial duties, management of confidential information and administration of contracts.• Organized details for the Board of Directors meetings held in Canada.• Secretary for senior management team and two committees.• Representative for office staff on the Joint Health & Safety Committee.• Arranged travel itineraries and performed various office managers’ functions.• Managed the executive home (maintenance, housekeeping & mail) when executives were at home in the US.



MDS Inc - Clinical Trials Laboratories

• Executive Assistant (contract position)

  • Sep 1996 - Jun 1997

  • Direct report to Vice President & General Manager of this division of MDS Inc.• Supported Vice-President Sales & Marketing and Vice-President Science & Regulatory Affairs.• Performed secretarial duties for the division.• Recorded/transcribed the weekly management team minutes. • Maintained the human resource system for the division and all other administrative functions. • Direct report to Vice President & General Manager of this division of MDS Inc.• Supported Vice-President Sales & Marketing and Vice-President Science & Regulatory Affairs.• Performed secretarial duties for the division.• Recorded/transcribed the weekly management team minutes. • Maintained the human resource system for the division and all other administrative functions.



Kolmar Laboratories, (formerly a CCL Industries Company)

• Executive Assistant

  • Feb 1993 - Sep 1996

  •Executive administrator for the President & Chief Executive Officer (international company - 2,000 employees world-wide; eight manufacturing facilities)•Provided administrative support to the Vice President Engineering; Vice President International; Project Engineer.•Significant amount of travel planning which included researching Visa travel requirements and obtaining final visa, necessary documents, applications and invitation letters.•Financial reports and other secretarial functions.•Managed office including courier, mail, office supplies, marketing material & distribution of product samples.•Worked with company’s parent office for IT support for phones, fax and computers.•Coordinated meetings both on-site and off-site including PR functions.•Communicated with customer & industry executives world-wide.Accomplishments:•Managed all details relating to a high profile reception in New York City. •Planned receptions for international health & beauty aids shows including selection of appropriate venue, menu, invitations, entertainment.•Planned/coordinated all details including transportation, accommodation, meals, meeting rooms, guest speaker, relating to off-site planning meetings.•Acted as liaison for the president & corporate office executives to prospective buyers, lawyers, bankers during the sale of the company and throughout the due diligence process.•Coordinated the relocation to New York City and provided assistance with recruitment; training and all other functions related to setting up the new office following the sale.



Spar Aerospace Limited

• Executive Assistant

  • Mar 1987 - Jan 1993

  Corporate Office •Identified and resolved issues with IT to the administration of the company-wide WordPerfect software program.•Designed and produced superior, complex presentations including text, financial data and colour graphics to the Board of Directors, key customers (including all levels of government) and prospective customers.•Provided executive support during transition period of four new senior executives at the corporate level.•Responded to requests by industry and general public for marketing information on company’s operations.AVIATION SERVICES DIVISION at SPAR, MississaugaExecutive Assistant to the Director of Marketing•Coordinated/ordered marketing promotional material and giveaways for the division.•Editor of divisional quarterly newsletter.•Administrator of company suggestion program for the division.•Coordinated department requirements during relocation.•Designed relocation announcements for distribution.•Streamlined production of top quality divisional marketing brochure within deadline and budget.•Coordinated division’s successful official opening ceremonies; included high profile government personnel, city’s mayor, major customers and suppliers.