Executive Assistant Strong Communication Skills

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

• 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.

• 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.

• 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.

• 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.

• 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.