Edwitch Jean-Baptiste
Ottawa,Ontario
Summary
Driven and resourceful administrative professional with 5+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
16
16
years of professional experience
Work History
Administrative Office Coordinator
Canada Lands Company
02.2022 - Current
- Supported executive-level staff with calendar management, meeting preparation, and correspondence handling.
- Developed positive relationships with clients by promptly addressing inquiries and concerns via phone or email communication.
- Provided exceptional customer service to both internal employees as well as external visitors, vendors or partners during face-to-face interactions at the front desk.
- Contributed to company growth through research on potential new business opportunities and collaboration on marketing strategies.
- Ensured timely completion of projects through effective deadline tracking and consistent follow-up on pending tasks.
- Managed sensitive information securely with strict adherence to confidentiality protocols while maintaining organized records for easy access when needed.
- Maintained a professional office environment by overseeing facility maintenance, equipment upkeep, and supply inventory management.
- Enhanced team productivity by coordinating schedules, meetings, and travel arrangements for multiple staff members.
- Receive, sort, and distribute mail and correspondence to the appropriate individuals with priority/timeline notations.
- Organized meetings for executives and coordinated availability of conference rooms for participants.
- Process and track invoices and expense claims for payment. Assist in preparing and verifying reports on expenditures.
- Support the Executive Assistant with meeting logistics, including developing board and committee work plans and calendars, timely preparation and distribution of agendas, notifications, and advance reading material.
- Demonstrated excellent problem-solving skills in resolving various administrative issues such as invoice discrepancies or IT-related challenges.
- Answered phone calls and responded to inquiries from customers, vendors and other external contacts.
- Greeted visitors with professionalism and enthusiasm to provide support and direct guests to appropriate department.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- Conduct ongoing Onboarding schedules for new staff and help with training staff.
Senior Medical Receptionist
Ontario Partners in Health
08.2021 - 01.2022
- Greet and register patients, as per patient registration guidelines;
- Interact with patients in order to complete forms and documents related to their appointments and case management;
- Answer multi-line telephone, screen, and provide information/assistance or route caller to appropriate personnel, take messages and deliver to the appropriate personnel;
- Schedule, confirm, cancel, and reschedule medical appointments, for physicians, AHP’s, and/or administration requests;
- Establish and maintain confidential electronic medicals records; ensure accurate patient demographic information;
- With attention to detail, photocopy, fax and collate documents for distribution, mailing and filing;
- Entry-level billing and collection;
- Notify administration of office supplies needs in a timely fashion;
- Perform duties relating to the training of other staff in procedures and in use of current software through job shadowing techniques;
OIS Assignment Coordinator
Canadian Hearing Services
12.2019
- Receive requests from hearing, culturally Deaf, oral deaf, deafened and hard of hearing consumers and customers via TTY, Skype, fax, e-mail, mail, etc
- Scheduling various appointments using AVIANCO
- Assess needs of a request, preferences, interpreter availability/skill level and local travel/time factors, etc
- Search, match, and confirm request with appropriate interpreters
- Follow up and monitor request until filled, refused or cancelled
- Confirm assignment, date, location with consumers and interpreter
- Request and provide preparatory information for interpreters as required (information regarding the nature of assignments and other written material for review)
- Negotiate fee-for-service with customers, including out of town charges; as required
- Educate consumers and customers on protocols for booking interpreters, on the appropriate use of interpreter services, external protocols for service, and fee-for-service, use of Emergency Services, funding resources available for interpreter services, etc
- Arrange travel and accommodations for interpreters who must travel out of town
- Answer client questions regarding general information, invoices and assignments.
Receptionist/Administrative Assistant
Canada Lands Company
12.2018 - 10.2019
- Coordinates, schedules and organizes meetings and conferences with CLC employees, all levels of government, clients, consultants and other third parties; Sets up boardroom, when required
- Supports Vice President, Directors and Senior Directors in a timely manner when needed
- Under the supervision of appropriate CLC staff, provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public
- Provides calendar management for Real Estate employees within the Ottawa office, if requested
- Makes travel and accommodation arrangements for staff and prepares employee reimbursement and personal expense claims
- Updates information on Executive Dashboard
- Arrange catering and refreshments for meetings and events as required
- Greets visitors in a helpful, professional and pleasant manner
- Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action
- Assists in the preparation, presentation, and follow-up for CLC public events
- Maintains a thorough working knowledge of CLC Policies and guidelines, procedures, records management, and information systems
- Coordinates incoming and outgoing mail, shipping and receiving
- Maintains regular office supply and promotional material inventory; purchasing and restocking
- Supports financial requirements related to RFPs, petty cash, invoice and/or casual timesheets
- Coordinates maintenance of office equipment and electronics.
Client Service (Scheduling) Coordinator
Access Healthcare Services
01.2017 - 12.2018
- Schedules service providers for client visits in areas assigned by manager
- Provides work schedules to staff that meet client needs and maximize continuity of care
- Making sure all shifts are covered as per uncovered shift, sick calls and last minutes changes
- Enter Keeps up-to-date with daily changes such as staff availability, changes in client service authorizations and/or care plans
- Ensures client and service provider information is accurate and up-to-date in the scheduling database (Alayacare) Provides timely information, through the use of communication technology (telephone, fax, e-mail, voice-mail), to field staff, services providers, co-workers, Managers and Supervisors, clients and customers Verifies visit confirmations from field staff and processes in a timely manner to be processed by the billing department Verifies payroll information for field staff in a timely manner ensuring accuracy of hours, mileage, stats and premiums
- Runs City Of Ottawa billing for Access Homemaking clients
- Contacts CCAC regarding discrepancies in frequency, authorization for extra visits or not seen/ not found visits, extensions to planned review dates Works collaboratively as part of a team willing to assist others and mentor new staff
- Set up Boardroom and help teach Orientation for all new staff
- Contributes to the principles of customer-focused service and continuous quality improvement.
Disability / Physical Care Attendant
VHA Health & Home Support
04.2015 - 08.2017
- Provide in-home support to physically disabled clients including assistance with transferring, lifting, positioning, turning in bed and exercising
- Assist with physiotherapy exercises, ROM etc as per care plans Assistance with dressing & undressing, eating, medications, special equipment, toileting or bowel and bladder routines or catheterization
- Personal hygiene assistance with washing, bathing, showering, shaving, brushing teeth, grooming, Make-up, care of skin, changing non-sterile dressings
- Ensure that those in their care are washed, dressed and fed and ready for educational and recreational activities
- Housekeeping assistance with meal preparation, serving, cutting and feeding food
- Cleaning and maintenance care of specialized equipment, including wheelchairs, commode chairs
- Assistance with assertive cough devices and assistive cough therapy
- Respond immediately to emergencies, e.g
- Washroom assistance or injury, and advise the Employer of other unusual or emergency situations
- Reporting any injury or illness immediately
- Maintaining report book on staff time, records of client care and all other documentation as required.
Registration Clerk- Bilingual Customer Service Agent (Call Center)
Canada School of Public Service
07.2013 - 06.2014
- Respond to inquiries in writing or over the telephone
- Register new Learner into ILMS
- Update learner information into ILMS
- Maintain records and statistic
- Register learner for several courses using Learning management System
- Respond to questions concerning invoice submission and payments
- Arrange for refunds and credits
- Received payment and performing data entry GCDOCS system
- Establish customer’s eligibility and Verify identities of customers
- Address customer’s complaint or concern
- Provides training to new employees
- Access and process information
- Effectively uses established escalation procedures as necessary
- Provide information, searching and retrieving files
- Desktop network troubleshooting to ILMS system
- Review, research/investigate, define and communicate workarounds, prioritize, analyze, recreate HD tickets (Help Desk Authority), and resolve or escalate tickets
- Receive and log complaints
- Ensure client various incidents are effectively resolved in a timely manner
- General office duties such as; making photocopies, scanning documents and process incoming faxes.
Finance /Administrative Assistant
Environment Canada
03.2011 - 12.2011
- Process payments using different programs such as; MS Excel, A/P-A/R, Oracle’s financial system (Merlin); Preparing written documentation such as drafts, reports, memos, correspondence or presentations
- Performed various secretarial/clerical duties such as documenting, photocopying, faxing, mailing, and organizing filing system
- Provide financial and administrative services to the team and the Director General such as; data entry, searching, retrieving files, formatting, editing and proofreading in both official languages (French & English)
- Submit translations using Trans flow system
- Update and retrieve financial data using Oracle’s Business Intelligence system (Discoverer and MS Excel)
- Process purchases of Goods and Services and online orders through FEDEX
- Processing courier items; internal and external mail
- Tracking of training application and authorization forms such as SSR, PARF
- Preparing JV’S (Internal Journal Voucher) and extracting reports with the assistance of my manager using Salary Management System (SMS)
- Coordinate request for new employees; Email account, Security access, and access to equipments
- Handled the tasks of taking down the minutes of meetings and conferences
- Organized the scheduling of meetings, booking boardrooms, and conferences.
Administrative Assistant/ Client Service Representative
Public Service Commission
03.2009 - 10.2009
- Provides general information and respond to internal clients’ request
- Process, classify, and dispose confidential documents
- Provide administrative support such as; records management, searching, retrieving files, data entry, formatting, editing and proofreading in both official languages (French & English)
- Prepare job postings for the Public Service Commission website, letters of acknowledgement, creation of links, scan, copy, and fax and collate documents for distribution
- Assisting in the creation of Statements of Merit Criteria, screen resumes
- Arranging and administering Public Service Commission tests
- Send; receive messages, process incoming, outgoing mail manually or electronically, search and retrieving files
- Scheduling appointments, meetings, booking boardrooms.
Education
Certificate - Project MGMT Skill Administrative Professionals
PMC Training
Ottawa, ON03.2023
Certificate - Writing in Plain Language
PMC Training
Ottawa, ON02.2023
La Cité Collégiale
Ottawa, ONVHA Health & Home Support
Ottawa, ONCertificate - Fundamentals of Recordkeeping
Canada School of Public Service
Ottawa, ON02.2013
High School Diploma -
Campus D’Études Techniques
Ottawa, ON07.2006
Skills
- Expense Reporting
- Meeting planning
- Calendar Management
- Event Coordination
- Travel Arrangements
- Meeting Scheduling
- Technical Support
- Documentation And Reporting
Languages
French
Native or Bilingual
English
Native or Bilingual
Educationcertification
- 2016, VHA Health & Home Support, Ottawa, ON, First Aid & CPR Training Certification
- 2016 - Present, La Cite Collegial, Ottawa, ON, Medical Office Administration
- 2013, Canada School of Public Service, Ottawa, ON, Fundamentals of Recordkeeping Certification
- 2013, Canada School of Public Service, Ottawa, ON, Occupational Health and Safety Certificate
- High School Diploma, Ottawa, ON
- 2006, Campus d’Études Techniques, Ottawa, ON
Security Clearance
Secret Level Clearance
References
Professional Reference Available Upon Request
Timeline
Administrative Office Coordinator
Canada Lands Company
02.2022 - Current
Senior Medical Receptionist
Ontario Partners in Health
08.2021 - 01.2022
OIS Assignment Coordinator
Canadian Hearing Services
12.2019
Receptionist/Administrative Assistant
Canada Lands Company
12.2018 - 10.2019
Client Service (Scheduling) Coordinator
Access Healthcare Services
01.2017 - 12.2018
Disability / Physical Care Attendant
VHA Health & Home Support
04.2015 - 08.2017
Registration Clerk- Bilingual Customer Service Agent (Call Center)
Canada School of Public Service
07.2013 - 06.2014
Finance /Administrative Assistant
Environment Canada
03.2011 - 12.2011
Administrative Assistant/ Client Service Representative
Public Service Commission
03.2009 - 10.2009
Certificate - Project MGMT Skill Administrative Professionals
PMC Training
Certificate - Writing in Plain Language
PMC Training
La Cité Collégiale
VHA Health & Home Support
Certificate - Fundamentals of Recordkeeping
Canada School of Public Service
High School Diploma -
Campus D’Études Techniques
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