Executive Assistant to Managing Director
Gensler
Total years of experience :22 years, 2 Months
Responsibilities
- Daily diary management - Ensuring flexibility for consistently moveable meetings
- Weekly travel arrangements for Managing Director & all client visits including Visa processing
- Summarize all incoming letters, communications and company profiles
- Draft and edit correspondence for external and internal communication
- Single point of contact for all inquiries & requests relating to Managing Directors Office
- Facilities management including office expansion requirements
- Submit RFP replies & review marketing proposals
- Prepare and distribute Minutes of Meeting
- Prepare and distribute Meeting Agendas
- Maintain personal diary, appointments and other requests as necessary
- Liaise with PRO for new staff visa/immigration process
- Responsible for Finance, HR & Reception coverage during staff annual leave
Achievements
- In 4 weeks learned the Firmwide filing systems, corporate practices & standards
- In 6 weeks cleared 1 year backlog of incomplete work & filing issues due to lack of previous admin staff
- Created and implemented successful PDP for reception & junior admin staff
- In month 2 took over facilities management
- Organized staff end of year function
Responsibilities
- Responsible for 6 office staff including office assistants and receptionist
- Document controller to all incoming and outgoing documents
- Prepare and format internal and external presentations including the AGM
- Summarize all incoming letters, communications and company profiles
- Ensure flexible diary management for consistently moveable meetings
- Draft and edit correspondence for external and internal communication
- General office management including in-house stationary store
- Liaise with vendors and review products for general office requirements
Achievements
- Created and implemented general information inbox management system across several departments and subsidiaries to better manage and delegate external inquiries emails - over 500 received daily
- In 2 months re-organised all soft documents to improve record keeping system
- In 1 month re-organised all hard documents and created documentation inventory system
- Created and implemented a daily task system for office assistants including in house inventory and various admin responsibilities to improve staff productivity
- Created training program for junior admin staff to further their career development within the company
Compliance Officer April 2012 - December 2013
Responsibilities
- Client on-boarding; review all client documentation and applications
- Review all existing client account maintenance documentation
- Open accounts on behalf of the company with international financial institutions
- Liaise with external counterparties to negotiate corporate documentation
- Review various client agreements with internal legal counsel
- Draft corporate resolutions for the Board of Directors
Achievements
- Created companywide project plan and implementation timeline for Foreign Account Tax Compliance Act initiative including corporate memos outlining corporate risks and benefits
- Created strategy and record keeping templates to facilitate Know Your Client review of all existing accounts
- Created standard KYC pack of corporate governance including streamlined documentation to reduce communication requirements with external counterparties
- Developed client on-boarding training program for sales managers from a compliance perspective
- Created updated user friendly application forms for all lines of business
- Created on-boarding process and documentation requirements for new line of business
ADS Securities LLC April 2011 - December 2013
Abu Dhabi, UAE
ADS Securities is a financial institution offering a wide variety of products from FX and Bullion trading
brokerage services to Asset Management and tailored products for both individual and institutional clients.
Executive Assistant, Head of Global Markets (ADS Securities LLC) August 2012 - April 2013
Global Markets is the Investment Banking team of ADS Securities, offering a range of complex derivative
transactions as well as Fixed Income and Investment Mandates. This role was an additional set of duties
whilst still retaining full responsibility for the Head of Front Office and was provided as recognition of excellent service.
Responsibilities
- Maintain an incredibly complex diary across multiple time zones
- Full email management including drafting and sending responses
- Draft and edit correspondence for internal and external communication
- Prepare presentations for quarterly Board of Directors meetings
- Organize business trips including Client Meetings, Travel Visas, Flights & Accommodation, Dining
& Entertainment
- Draft Minutes of Meeting
- Schedule client meetings and conference calls
- Invite & entertain guests for corporate events
- Manage team research and presentation folders with both hard and soft copies
Achievements
- Created templates in various software for presentations and research which resulted in improved record keeping organisation and decreased formatting time & unified presentation style
- Researched and compiled information for product presentations
- Created and maintained client relationships which allowed for flexibility and priority in regards to meeting times
- Created customised organisation system to better suit specific needs of the department
- On call 24/7 which allowed for communication with clients in different time zones
- Fulfilled Personal Assistant requests, such as tenancy renewal, family medical claims, children's school applications, personal shopping, etc.
Executive Assistant, Head of Front Office (ADS Securities LLC) April 2011 - April 2013
Front Office is the department that runs the Trading Floor at ADSS, including Dealers, Sales Traders and
Client Support teams.
Responsibilities
- Maintained complex diary requirement
- Reviewed and organized email
- Drafted and edited correspondence for internal and external communication
- Prepared presentations for quarterly Board of Directors meetings
- Prepare product offering presentations for clients
- Recorded meeting minutes
- Assisted Managing Director, 3 additional department heads and reception duties as required, while maintaining daily responsibilities in current role
- Maintained client relationships
- Organized guest visit visa's for the UAE
- Scheduled client meetings and conference calls
- Invited & entertained guests for corporate events
- Organized and ordered office / admin supplies
- Assist department staff from time to time as required
Canadian Business Council July 2010 - April 2011
Abu Dhabi, UAE
A non-profit organization creating business opportunities between Canadian and Middle East organisations.
Administrative Assistant
- Organized monthly events; from large Charity Gala's to smaller taxation seminars
- Worked with other business groups and venue coordinators for event hosting
- Contacted large institutions for annual sponsorship and retail organizations for charity donations
- Created new membership renewal protocol
- Responsible for all administration tasks; Accounting, payment collection and processing
- Updated all reports
- Updated chairman and executive board members of upcoming/ongoing projects
- Event ticket sales
Moxie's Classic Grill June 2005 to May 2010
Mississauga, Canada
Calgary based upscale restaurant with 65 locations across Canada.
Supervisor & Accounts Manager
- Created new accounting system implemented by several franchise locations
- Responsible for managing, training and motivating staff of 50+
- Held pre and post shift meetings keeping staff updated on new products
- Balanced daily accounts and bank deposits for approximately 2.5 million CAD per annum
The Personal Insurance Company, a division of Desjardins February 2002 to May 2005
Mississauga, Canada
6th largest financial corporation in Canada selling property and auto coverage for large associations.
Senior Bilingual Billing Agent / Team Leader
- Pan Canadian agent dealt with customers financial issues
- Maintained clients financial policy updates
- Created the collection recovery process for debt collection
- Head of staff team building for motivation & social activities
Grade 13 Arts and Science graduated with bilingual diploma: French