Executive Assistant Office Manager - Secretary Admin. Assistant Rece
Executive Assistant   Office Manager - Secretary Admin. Assistant Rece
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Executive Assistant / Office Manager Resume

Desired Industry: Secretary/Admin. Assistant/Receptionist SpiderID: 35433
Desired Job Location: Toronto, Ontario Date Posted: 4/4/2010
Type of Position: Full-Time Permanent Availability Date: Immediate
Desired Wage: $65,000
U.S. Work Authorization: No
Job Level: Experienced with over 2 years experience Willing to Travel: Yes, Less Than 25%
Highest Degree Attained: Other Willing to Relocate: No

A professional and poised individual with over ten years experience as an Executive Assistant / Office Manager that can offer a high-level of support services and a broad-based background in office management, administration, accounting, and project management!

Chartwell Seniors Housing REIT, Mississauga, ON May 2005 to Present
Office Manager March 2007 to Present
Oversee the general operations of the corporate head office ensuring smooth and efficient running of required services
Recruit, coach, develop and coordinate direct reports and manage office workflows
Supervise reception and mailroom activities
Prepare, administer, and monitor $2.5m annual general and administrative expense budget
Monthly review of all corporate out-of-pocket and corporate credit card travel and entertainment expenses for adherence to travel policy
Prepare monthly travel and entertainment departmental expense distribution reports
Negotiated contracts, manage equipment and supplies inventory, follow up with vendors to ensure timely delivery
Coordinate with IT department on service and equipment requirements
Administer company cell phone plan
Documentation management
Co-chair of the Joint Health and Safety Committee
Assist in the planning and execution of annual National Conference
Participate in the Inflation Management Committee

Chartwell Seniors Housing REIT
Office Manager / Executive Assistant, Finance February 2006 to March 2007
Oversee general operations of the corporate head office ensuring smooth and efficient running of required services, including supervision of reception and mailroom activities, manage equipment and supplies inventory, approve invoices for payment, and expense control management for corporate office activities
Prepared and monitored $2.9m annual head office General and Administrative expense budget
Coordinate, assist and organize all administrative aspects of the daily operation of the Corporate Controller, Director of Finance and Accounting Managers
Attend corporate finance meetings, prepare agenda, record and distribute minutes

Chartwell Seniors Housing REIT
Executive Assistant, Asset Management & Marketing May 2005 to February 2006
Schedule appointments, manage calendars, arrange meetings, coordinate travel, process expense reports, take meeting minutes as required for the Vice President - Sales & Marketing, and Vice President - Asset & Project Management
Prepare and maintain furniture, fixtures and equipment capital requirement schedules
Process purchase orders and invoices
Prepare presentations and related materials, generate reports, type various correspondence, composing and/or assisting in the composition of memos and letters, and maintaining files
Handle highly sensitive and confidential materials
Coordinate marketing and sales training events

Sheridan Nurseries Limited, Georgetown, ON March 2000 to May 2005
Executive Assistant/Office Manager
Coordinate, assist and organize all administrative aspects of the daily operation of the Vice President Finance and Administration including, Corporate Business Plan, Board of Director packages, legal issues, real estate transactions, confidential correspondence, scheduling and travel arrangements
Prepare annual Department Business Plan and provide quarterly updates for presentation to senior management
Liaise with all levels of management
Negotiate contracts and monitor purchases of supplies, equipment, and services
Administer and coordinate all aspects of Commercial Property and Vehicle insurance
Maintain, recommend, and implement enhancements to all voice communications
Manage, design, and relocation of office space as required
Facilities management
Plan and execute corporate events
Recruit, coach, develop, and coordinate direct reports and manage office workflows
Maintain and update organizational charts
Provide functional guidance to staff regarding organizational policies

Ontario Flower Growers, Mississauga, ON September 1997 to March 2000
Administrative Assistant/Receptionist
Coordinate, assist and organize all administrative aspects of the daily operation for the General Manager, liaise with Board of Directors, organize board meetings, annual and semi-annual shareholder meetings, prepare agenda and meeting materials, maintain shareholder files, motion books, and shareholder certificates


The Canadian Institute of Management
Certificate in Supervisory Management (CSM) March 2010
Working towards Certified in Management (CIM) certification 2005 to present

Humber College
Introduction to Project Management December 2008
Working towards Advanced Diploma in Business Administration 2005 to present

Level 2 Certified Coaching Certification 2000

CDI College of Business & Technology, Mississauga, ON 1996
Micro Computer Business Applications & Accounting Diploma

Ryerson University, Toronto, ON 1981
Secretarial and Administrative Studies

The Canadian Institute of Management

Self-motivated professional with a with high degree of integrity, honesty and ethics
Committed to excellence - high level of accuracy with strong attention to detail
Achievement oriented adept at recognizing and/or launching steps needed to attain objectives
Resourceful problem solver - adept in anticipating, analyzing and resolving problems
Flexible and adaptable - assimilates quickly in transitions, switching roles as needed to maintain productivity
Strong service orientation - proven ability to build rapport, establish trust, communicate and interact effectively with all stakeholders
Strong leadership and motivational skills
Ability to juggle multiple priorities utilizing exceptional organizational and planning skills
Ability to work independently and support a collaborative team environment
Adept at handling sensitive business issues with discretion and professionalism
Superior computer skills including proficiency in MS Office suite of products

Additional Information:

Reduced corporate office supply expense by $75,000 over a 3 year period
Controlled cell phone expense to a 5% increase while number of users increased by 35%
Initiated and assisted in the development of an Access Expense Reporting tool
Assisted in the planning and execution of RFP process and role out of new national office supply vendor
Liaise with senior executives and real estate broker in sale of $1.5m property in Quebec
Worked closely with senior executives and appropriate region(s) Committee of Adjustments in the severance and eventual sale of agricultural zoned properties
Instrumental in the redesign of existing office space and the temporary relocation of office staff during transition
Worked with all stakeholders in the planning and execution of a relocation of a telephone demarcation point
Coordinated the purchase, removal and replacement of a 5 ton Heat Pump
Coordinated the development and administration of an Employee Satisfaction survey

Available upon request.

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