Ann Smith
Fergus
Summary
Results-driven Executive Administrator with strong organizational and communication skills. Skilled at managing high-volume operations, supporting executive leadership, and fostering team collaboration. Thrives under pressure and adapts quickly to changing business needs.
Overview
18
18
years of professional experience
1
1
Certification
Work History
Executive Administrative Assistant
VanDel Construction Ltd
05.2022 - Current
- Administer biweekly payroll for 100+ employees, tracking PTO, sick days, and banked hours in compliance with company, federal, and provincial regulations.
- Manage budgets, expenses, and financial records to support accurate reporting and analysis.
- Prepare construction contracts, proposals, and RFP/RFQ documents, contributing to $35M in sales revenue for 2024.
- Prepare LMIA and OINP documentation, serving as primary liaison with immigration counsel to ensure timely and compliant submissions.
- Develop and maintain a company-wide database for staff training and certifications to meet industry compliance standards.
- Manage executive calendars, meetings, travel, and company events for 100+ employees.
- Support HR initiatives by coordinating interviews, onboarding new hires, and ensuring smooth integration into company operations.
- Oversee procurement of computer hardware, mobile devices, and accessories; coordinate with vendors and IT providers.
Office Administrator
Memory Tree Productions
06.2018 - 05.2022
- Navigated and successfully applied for government COVID programs (CEBA, CEWS, CECRA), while auditing company-wide expenses to achieve 10% savings.
- Liaised with customers for Canadian Agricultural Partnership Grant applications, preparing invoices and required documentation.
- Facilitated transition to remote work by implementing efficient virtual office systems, maintaining productivity during the pandemic.
- Managed bookkeeping including payroll, accounts receivable/payable, invoicing, reconciliations, government remittances, and financial reporting; collaborated with accountants for Year-End reporting.
- Oversaw HR functions including onboarding, employment contracts, PTO tracking, benefits administration, and LMIA applications for foreign workers.
- Coordinated executive travel arrangements, optimizing itineraries for cost and time efficiency.
- Organized annual corporate events, ensuring seamless logistics and execution.
Customer Service Representative II
Safety-Kleen Canada Inc
10.2015 - 06.2018
- Conduct end-user testing for software test pilot prior to general roll-out.
- Establish accounts for Direct Market Sales Group for LTL bulk and package oil shipments, maintain customer contracts, manage customer relations for proactive calling, order forecasting and planning
- Accounts receivable and order entry - enter orders and invoices, process credit memos/sales reversals for LTL/Direct Market Sales, process payments
- Certified Internal Auditor
Administrative Assistant & Service Coordinator
Corestar Mechanical
08.2007 - 09.2015
- Scheduled and coordinated appointments for plumbing and HVAC service departments.
- Managed accounts receivable for service and new home construction projects.
- Processed work orders, prepared quotes, and established pricing for parts and labor.
- Prepared warranty claims and rebates, including OPA/IESO Heating & Cooling Incentive programs.
- Certified JHSC member with completed IHSA training courses.
Education
Certificate - Human Resources
Fanshawe College
London, ON12.2026
Certificate - Bookkeeping
Fanshawe College
London, ON05.2024
Bachelor of Arts (B.A.) - Art History
University of Waterloo
Waterloo, ON06.2003
Skills
- Office Administration
- Executive Support
- Bookkeeping
- Payroll Administration
- Financial Reporting
- Effective problem solver
- Advanced MS Office Suite
- Meticulous Attention to Detail
- Information confidentiality
Certification
- Active 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
Timeline
Executive Administrative 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
Certificate - Bookkeeping
Fanshawe College
Bachelor of Arts (B.A.) - Art History
University of Waterloo
Certificate - Human Resources
Fanshawe College
HOBBIES AND INTERESTS
- Volunteering (Charity events, food drives)
- Member of Milton & District Horticultural Society
- Art & Art History
- Baking
- Travelling