Experience

Schwartz Levitsky Feldman LLP

• Canada
• Accounting
• 1 - 100 Employee

• Receptionist/Administrative Assistant

  • Aug 2016 - Present

  Act as first point of contact for the firm in greeting and assisting visitors; answering, screening and re-directing all incoming phone calls Act as a resource person, follow up on all queries and relay required responses to individuals Maintain reception area and meeting rooms to ensure they are kept clean Organize and expedite the flow of work through the front desk initiating follow up action as required Organize of meetings, booking, setting up and placing orders for required refreshments Maintain incoming couriers; ensuring all outgoing couriers are picked up accordingly The ability to be proactive, working ahead of schedule and meeting all required deadlines Receiving incoming mail and distributing to management Partner with Office Services and building management to oversee office work orders Correspondence using Word, PowerPoint and Excel



CIFAR

• Canada
• Research Services
• 1 - 100 Employee

• Administrative Assistant Receptionist

  • Nov 2015 - Jan 2016

  Receiving all visitors; answering telephones and answering inquiries Providing administrative support for the Corporate Secretary Scheduling internal meetings, preparing meeting agendas Managing calendars for the Operations department Completing CEO expense claims Tracking and completion of expense claims Receiving all visitors; answering telephones and answering inquiries Providing administrative support for the Corporate Secretary Scheduling internal meetings, preparing meeting agendas Managing calendars for the Operations department Completing CEO expense claims Tracking and completion of expense claims



IIROC (Investment Industry Regulatory Organization of Canada)

• Canada
• Financial Services
• 100 - 200 Employee

• Corporate Receptionist

  • Sep 2015 - Oct 2015

  Provided receptionist duties, answering telephones, directing calls, answering and referring questions Welcomed and assisted clients directing them to appropriate party issuing visitor badge Input courier recoverable charges into internal tracking system Updated extension listing and other listings Scheduling and coordinator of boardrooms and ordering catering requirements Managed courier requirements for delivery and pickup, maintenance of log books for tracking purposes Liaised with building management with daily issues and repairs All other duties to assist the Office Services department



J.P. Morgan Chase

• Toronto, Ontario

• Corporate Receptionist

  • Aug 2015 - Sep 2015

  Provided receptionist duties; answer phones, direct calls; respond to inquiries Welcomed and assisted clients directing them to the appropriate party issuing visitor with badge Comply with security procedures by having all visitors sign in Coordination of boardrooms and catering requirements Coordination of all incoming and outgoing couriers and distribution of incoming mail Assisted Accounting Department with processing payments Responsible for coding and tracking of invoices creating expense reports Maintained filing system for easy reference and quick retrieval of information Liaised with building management on various issues and repairs; working with vendors Monitored and placed orders for office stationery and kitchen supplies



TELUS Communications

• Telecommunications
• 700 & Above Employee

• Administrative Receptionist

  • Mar 2015 - Jul 2015

  Providing receptionist duties; answering phones, directing calls and responding to inquiries Providing excellent and timely customer service to both external and internal customers Greeting and assisting visitors; ensure signed in, maintaining control of visitor and contractor cards Managing logistics for internal meetings, booking of boardrooms, coordination of lunches Updating Administration Manual Coordinating courier services and incoming mail Process invoices and review of reconciliations Manage ordering of office supplies



Canadian Breast Cancer Foundation

• Non-profit Organizations
• 1 - 100 Employee

• Administrative Receptionist

  • Nov 2014 - Jan 2015

  Provided Receptionist duties, answering phones, directing calls and assisting with inquiries Provided timely customer service to both external and internal customers Scheduled appointments on calendars Managed daily distribution of faxes and incoming mail Reconciliation of accounting invoices Processing mailouts Coordination of boardrooms, coordination of catering orders Managed central filing system, including confidential information. Attention to detail strong organizational skills



JP Morgan Chase

• Toronto, Ontario

• Corporate Receptionist Office Assistant

  • Sep 2014 - Oct 2014

  Provided Receptionist duties; answering telephones, directing calls and assisting with all inquiries Welcomed and assisted clients directing to the appropriate party issuing visitor with badge Coordination of all incoming and outgoing couriers and distribution of incoming mails Assisted Accounting Department with processing payments Responsible for coding and tracking of invoices creating expense reports Liaise with building management on various issues and repairs; working with vendors Monitored and placed orders for office and kitchen supplies Coordination of boardrooms and coordinating catering requirements Maintained filing system for easy reference and quick retrieval of information



Scotiabank

• Canada
• Banking
• 700 & Above Employee

• Executive Assistant Audit

  • Sep 2005 - Sep 2012

  Maintain Deputy Chief Auditor’s and 2 Vice President’s calendars ensuring paper and electronic entries are synchronized on a daily basis. Prepare materials for recurring meetings including the drafting and preparation of agendas and support documentation, ensuring accuracy and appropriateness of presentation formats. Arrange international flights and travel requirements within budget guidelines. Prepare expense reports, reconcile monthly corporate credit card statements and calculate all personal expenses in a timely manner. Maintain monthly Excel spreadsheet for eight Senior VP’s, detailing expenses for CEO. Review audit reports for consistency and convert from Word to PDF for distribution on a daily basis. Organize departmental staff meetings for celebration of monthly birthdays and co-op student arrivals which boosts staff morale. Coordinate staff relocations including workstation set-up and technical assistance with minimal interruption to daily workflow. Assist with on boarding of new staff by placing order for access cards and voicemail. Update H.R. System to reflect the most current staff information. Schedule quarterly departmental orientation meetings for V.P.’s to introduce new hires to their department synchronizing multiple calendars to ensure attendance. Coordinate scheduling of conference rooms with delivery of required lunch. Produce large volumes of correspondence, organized and maintain an up-to-date, easily accessible filing system for Deputy Chief Auditor and two Vice Presidents.



ROYAL BANK

• Executive Assistant

  • Jan 2004 - Jan 2005

  Managed and organized calendar for Director of e-Business. Prepared materials for recurring meetings using Word, Excel and PowerPoint; circulating required materials to attendees prior to meetings. Maintained vacation records for 10+ staff, circulating friendly reminders via email for vacation confirmation. Ordered all stationery and office supplies for the team on a weekly basis, consistently replenishing inventory. Prepared and completed monthly expense reports, ensuring timely submission of reimbursement. Processed invoices for payment within required timelines. Filed highly confidential employee documentation using the utmost discretion to maintain privacy.



GERLING GLOBAL LIFE REINSURANCE

• Executive Assistant

  • Jan 2002 - Jan 2004

  Supported two Vice Presidents and Coordinator, Sales and Marketing. Managed invitations and menus for 150 guests attending annual client conference dinner in Boston. Handled RSVPs, tracked attendance and arranged catering. Coordinated weekly meetings for up to 30 staff; secured conference room and arranged lunches. Updated client database, ensuring information was accurate and requests were entered with immediacy. Supported two Vice Presidents and Coordinator, Sales and Marketing. Managed invitations and menus for 150 guests attending annual client conference dinner in Boston. Handled RSVPs, tracked attendance and arranged catering. Coordinated weekly meetings for up to 30 staff; secured conference room and arranged lunches. Updated client database, ensuring information was accurate and requests were entered with immediacy.



CIBC CAPITAL PARTNERS – World Markets Investments

• Executive Assistant

  • Jan 2000 - Jan 2002

  Supported four Managing Directors, coordinating daily meetings with external and internal clients. Worked with other administrative supports to answer incoming calls and queries. Scheduled daily conference calls Organized travel, flights, accommodations, ground transportation and itineraries for both domestic and international trips. Ensured Visa applications were received prior to foreign travel. Tracked and monitored per diem expenses for prompt reimbursement. Updated in-house database system monthly with accurate client information; sharing information with staff. Prioritized and acted on higher priority tasks resulting in customer/staff satisfaction. Prepared monthly PowerPoint presentations as required. Set up and maintained accurate large client filing system. Arranged off-site file storage with external vendor using their online system. Promptly coordinated materials recalls to and from the storage facility.