Summary
Overview
Work History
Education
Skills
Certification
Hobbies and Interests
Timeline
Generic

Ann Smith

Fergus,ON

Summary

Highly motivated and adaptable executive assistant with a proven track record in the industry. Maintains a professional appearance and demeanor, consistently delivering high-quality results while completing assigned tasks. Excels in effective communication and organization, ensuring seamless collaboration with colleagues as a dependable team player. Successfully manages high-volume workloads and adapts quickly to rapidly changing circumstances in fast-paced environments.

Overview

21
21
years of professional experience
1
1
Certification

Work History

Executive Assistant

VanDel Construction Ltd
05.2022 - Current
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Organized company events, such as team-building activities and holiday parties
  • Collaborated with other members of admin team to provide seamless support for company
  • Used discretion, confidentiality and good judgment to protect c-level matters
  • Updated spreadsheets and databases to track, analyze, and report on performance and expense data.
  • Proofread documents for accuracy before distribution or submission to external sources
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
  • Facilitated onboarding of new employees, ensuring smooth transition into company culture and workflow.
  • Prepare LMIA documentation for foreign worker program accurately and expediently
  • Member of JHSC; prepared agendas and took detailed minutes during all health and safety meetings
  • Developed comprehensive database for tracking training and certifications for staff of 80+ employees, contributing to compliance with industry standards.

Office Administrator

Memory Tree Productions
06.2018 - 05.2022
  • Office administration.
  • Perform bookkeeping tasks: payroll, accounts receivables, payables, invoicing, reconciliations and financial reporting.
  • Work closely with accountant on Year End and Tax Preparation.
  • Human resources management: onboarding, employment contracts, PTO tracking, benefits, LMIA.
  • Managed executive travel arrangements, optimizing itineraries for cost-effectiveness and time management.
  • Led organization of annual corporate events, coordinating logistics to ensure seamless execution.
  • Responsible for navigating and successfully applying for government COVID benefits (CEBA, CEWS, CECRA).
  • Audited company-wide expenses at beginning of COVID pandemic, achieved 10% savings.
  • Liaise with customers to facilitate their application for Canadian Agricultural Partnership Grant (creating invoices & provide documentation).
  • Facilitated transition to remote work by setting up efficient virtual office systems, maintaining productivity during challenging times.

Customer Service Representative II

Safety-Kleen Canada Inc
10.2015 - 06.2018
  • Establish accounts for Direct Market Sales Group for LTL bulk and package oil shipments, manage customer relations for proactive calling, order forecasting and planning
  • Managed high-stress situations effectively, maintaining professionalism under pressure while resolving disputes or conflicts.
  • Enter, revise, and organize contracts for customer accounts for internal tracking, maintain quotes for bulk and package oil for Direct Market customers, manage accounts for several large and complex municipal customers
  • Accounts receivable and order entry - enter orders and invoices, process credit memos/sales reversals for Focal Point/LTL/Direct Market Sales, process payments
  • Conduct periodic internal audits
  • Responsible for training new staff in Safety-Kleen software and procedures
  • Conduct end user testing for software test pilot prior to general roll out, worked with developers to identify issues with workflow and general usability.

Administrative Assistant & Service Coordinator

Corestar Mechanical
08.2007 - 09.2015
  • Schedule and coordinate appointments for plumbing and HVAC service department
  • Accounts receivable for service department and new home construction
  • Process work orders, establish pricing for parts and labour, prepare quotes for repairs and maintenance
  • Prepare and process warranty claims and rebates, including OPA/IESO Heating & Cooling Incentive
  • Certified member of JHSC, successfully completing IHSA training courses
  • Maintain company website and social media accounts, design images for marketing and promotional items.
  • Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.

Service Coordinator

Delta Air Systems
10.2005 - 08.2007
  • Schedule appointments for routine service and emergency service for HVAC department
  • Process work orders, establish pricing for parts and labour, prepare quotes for repairs and maintenance
  • Maintain long term schedules for routine service and other on-going projects.
  • Managed high volume of client requests, ensuring timely and effective service delivery.

Team Leader/Billing Clerk

Al’s Cartage
06.2003 - 05.2006
  • Lead a staff of 4-5 persons, provide assistance, problem-solving, promoting productivity
  • Train new staff, motivate coworkers during massive companywide reorganization
  • Data entry, enter orders efficiently and accurately ensuring information is correct for shipping/billing.

Education

Certificate – Human Resources -

Fanshawe College
London, ON
12.2026

Certificate – Bookkeeping -

Fanshawe College
London, ON
05.2024

Bachelor of Arts (B.A.) Art History -

University of Waterloo
Waterloo, ON
06.2003

Skills

  • Office Administration
  • Customer Service-Oriented
  • Bookkeeping
  • Meticulous attention to detail
  • Resourceful Problem Solver
  • Professional and mature
  • Executive Support
  • Document Preparation
  • Financial Report Generation
  • Documentation and Recordkeeping

Certification

  • JHSC Member Certification
  • WHMIS
  • Worker Health & Safety Awareness
  • Emergency First Aid with CPR B & AED
  • Certified ISO 2001 Internal Auditor
  • Member of National Payroll Institute

Hobbies and Interests

  • Art & Art History
  • Baking
  • Running
  • Volunteering
  • Member of Milton & District Horticultural Society

Timeline

Executive Assistant

VanDel Construction Ltd
05.2022 - Current

Office Administrator

Memory Tree Productions
06.2018 - 05.2022

Customer Service Representative II

Safety-Kleen Canada Inc
10.2015 - 06.2018

Administrative Assistant & Service Coordinator

Corestar Mechanical
08.2007 - 09.2015

Service Coordinator

Delta Air Systems
10.2005 - 08.2007

Team Leader/Billing Clerk

Al’s Cartage
06.2003 - 05.2006

Certificate – Human Resources -

Fanshawe College

Certificate – Bookkeeping -

Fanshawe College

Bachelor of Arts (B.A.) Art History -

University of Waterloo

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Ann Smith