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Executive Assistant

I am currently available for work
Serial No: 3809

List top 5 skills: excel, ms word, people’s soft, powerpoint, raiser’s edge, strong communication
Current location: 

England, United Kingdom - View on map

March 25th - Till Present (Contract for 7 months)

Soctiabank – Global Transaction Banking

Executive Assistant – Supporting the Senior Vice President.

  • Provide day to day administrative support to the Senior Vice President
  • Schedule meetings
  • Screened all incoming calls and prioritize all incoming mail and emails
  • Coordinate with other Executive Assistant to scheduling meetings.
  • Updating of Organization Charts
  • On Board scheduling for new employees
  • Prepare expense Reporting using Centresuite
  • Coordinating team/Direct Reports meetings in Toronto.
  • Taking of minutes
  • Working with all Direct Reports Globally.
  • Putting binders together for Conferences
  • Coordinating meetings with Vice Presidents Globally.
  • Planning of events, right from venue, menu and speakers.
  • Booking of Travelling arrangements
  • Review and submit invoices for approval
  • Doing all Personal duties for the Senior Vice President.
  • Maintain an effective filing system
February, 2013 (Contract Ended on February 27th)

Starlight Children’s Foundation

Executive Assistant – Supporting the President
  • Provide day to day administrative support to the President including calendar and email management.
  • Screening calls.
  • Providing assistance to other direct reports.
  • Scheduling meetings
  • Purchasing Co-ordinator
  • Housekeeping duties.
  • Helping out the Receptionist duties.
August 2012 – January 2013 (Overseas)

December 9th 2009 – June 11 2012 (restructuring)

Sun Life Financial, Enterprise Services  

Executive Assistant – Supported Vice President - Finance, Planning & Analysis
  • Provide day to day administrative support to the VP, Finance, Planning & Analysis including calendar and email management.
  • Exercise judgment and use knowledge of VP’s objectives, priorities and business imperatives to resolve scheduling conflicts (use TO DO List, prioritize and categorize)
  • Ensure best use of VP’s time.
  • Review incoming correspondence to ensure VP is aware of deadlines and shifting priorities.
  • Coordinate with other Executive Admins to resolve meeting conflicts and ensure availability of required participants.
  • Supported VP’s in providing the following as required meeting coordination, travel arrangements and material preparations.
  • Finance Town Hall planning & Execution.
  • Purchase Coordinator for the Finance Planning & Analysis Team.
  • Review of Employee Reimbursement System submission.
  • Support VP and direct reports in project work – scheduling meetings and arranging resources (equipment, catering, webinars etc) minutes and action items.
  • I managed vendor relationships, supporting the vendors’ needs and a timely payment of invoices.
  • Support Tata Company (India) Consultants through projects work.
  • Support Production of Management Presentations and reports as requested/required for editing, proofing and producing.
  • Support the Finance Shared Services workload Management.
  • Prepared monthly reports for each Business Groups.
  • Supported AVP Finance Solutions in Budget and Expense Management activities.
  • Prepared invoices for Statement of Work Projects.
  • Verify completion of work, and support documentation before requesting an invoice payment through Oracle.
  • Prepared payment requests verifying invoices against contracts/goods received etc. and prepare request for Purchase Orders.
  • Monitored contract renewals for Oracle and other software.
  • Screened all incoming calls and prioritize all incoming mail and emails.
  • Took minutes at Management Meetings
  • Assisted in logistics coordination of training, orientation and employee on- boarding.
  • Prepared expense reports and cheque/payment requisition.
  • Reviewed and submitted invoices for approval.
  • Maintained an effective filing system.
  • Responsible letters and reports.
  • Printed of material for meetings and conferences.
  • Organized Board of Directors Meetings, material and functions.
October 31st 2008 – December 4th 2009 (Maternity Contract)

State Street, Canada

Executive Assistant – To Chief Financial Officer & Senior Vice President
  • Relations Board documents to tight deadlines; screen incoming correspondence;
  • maintained filing systems; answered correspondence/phone inquiries; make travel and
  • meeting arrangements; prepared expense accounts
  • Worked on a three month project of transition of 250 credit cards from BMO to
  • American Express in a timely and effective manner.
  • Maintained various staffing records such as attendance register, establishment lists, requests for staff and individual employee files on behalf of CFO.
  • Prepared draft agendas, attended meetings, prepared and distributed minutes and provided status report to CFO; followed up actions items.
  • Prepared Monthly Cost Centre Reports
  • Handled extensive Travelling Arrangements.
  • Calendar Management.
  • Checking Regulatory Reports, which are given to the CFO from department heads.
  • Billing Receivables are received by me to review with the Chief Finance Officer.
  • Quarterly Regulatory Compliance Questionnaires are sent by the Controller to me for final review.
  • Responsible for coordination of various projects, spread sheet development, filling, data management and analysis as required.
  • Ensured all meetings were properly scheduled, agendas were established, and minutes and action items were recorded and tracked for Management Meetings. Organized incoming requests for executive review and approval.
January 30th 2007 – April 7th 2008

Aon Insurance

Senior Administrative Assistant
  • Publishing Company Newsletters.
  • Desktop Publishing, i.e. banners, flyers, etc. for Programs.
  • Provided general administrative support to the Department.
  • Organized and maintained effective record keeping systems for the Department.
  • Coordinated meeting scheduling & conference calls, handled expenses, prepared information  packages
  • Planning and coordinating special events
  • Assisted with research & analysis, and undertook special projects as assigned.
  • Maintained client files, research/technical resources, other databases and records.
  • Organized incoming requests for executive review and approval. Expedited executive approval process by ensuring completion of documents; tracked deadlines as needed.
  • Submitted purchase requisitions.
  • Organized travel arrangements.
  • Backing up other Assistants,
  • Being familiar with Aon’s tools & database to produce documents & reports.
  • Processed by ensuring completion of documents and tracking deadlines.
January 28th 2000 – March 30th, 2006

Health Services Australia (Department of Immigration).

Senior Administrative Assistant/Team Leader.
  • Liaising with the Department of Immigration.
  • Responding to operational inquiries on behalf of executives
  • Ensuring all meetings are scheduled, agendas are established, and minutes and action items are recorded and tracked for Melbourne Regional Management Meetings.
  • Coordinating with functional leader (finance, human resources and sales) and business leaders to assist regional executives to effectively use on-line tools.
  • Organizing incoming requests for executive review and approval. Expediting executive approval process by ensuring completion of documents and tracking deadlines as needed.
  • Coordinated agreements of mutual service provision with other agencies
  • Implemented of new work procedures
  • Report writing on all finalised medicals reports.
  • Evaluated, interpreted and applied all policies and procedures relating to the programs for  staff, management, and clients.

Spoken languages: 

Engilsh, English Hindi

Locations I am interested in working:

Australia, canada