Flossy Lobo
Calgary,Canada
Summary
My background consists of more than 8+years of experience in overseeing all executive administrative support functions, including scheduling, global travel arrangements, meeting coordination, budget administration, expense reports, filing systems, and special event / project oversight. With my proven commitment to delivering the highest level of administrative and operational support, I am well prepared to extend my record of exceptional secretarial service to your leadership team. I welcome the opportunity to discuss this position and my qualifications with you further.
Overview
12
12
years of professional experience
Work History
Administrative Assistant
Premier Visa and Immigration Services
02.2023 - Current
- Communication with clients regarding applications, study permits, business immigrants and investors
- Preparation of client application forms and assembly of supporting documents including but not limited to: Labor Market Impact Assessment, Express Entry profile, Applications for Permanent Residence, Work Permits, Visas, Spousal applications, Provincial Nominations, and all other related paperwork
- Build and nurture strong personal relationships with clients
- Generate more business development opportunities
- Dealing with clients from Gulf region, further developing our client base
- Perform other administrative duties as directed by the management.
Executive Secretary to CEO
Universal Payment Services
03.2018 - 12.2022
- Managed the CEO calendar, including scheduling multiple daily meetings and speaking engagements
- Coordinated international and domestic business trips by booking flights, hotels and arranging required meetings and events
- Responded swiftly to CEO requests for information by liaising with other internal teams to gather inputs
- Prepared meeting briefing packages on a daily basis
- Independently organized the annual board meeting for three consecutive years, which included identifying available times for full board participation, arranging venue logistics and booking board member travel
- Manage sensitive matters with a high level of confidentiality and discretion.
Executive Secretary to CFO
Gulf Engineering Company K.S.C.C. (GEC)
12.2017 - 02.2018
- Maintain Chief Financial Officer's calendar; schedule appointments, speaking engagements and coordinate meetings
- Responsible for daily office operations including screening and responding to phone calls, providing information and referring callers to appropriate staff members
- Coordinate complex executive travel and hotel arrangements nationally and overseas
- Assist in prepping meeting minutes and discussion materials for board meetings
- Assist with event planning by coordinating registration, venue selection, materials preparation and on-site administrative support
- Respond to routine incoming correspondence, sort and prioritize incoming mail, and draft follow-up correspondence for executive signature
- Maintain department files, which include tracking department budget expense, establishing and maintaining databases and following up on invoices and billing of outside vendors and consultants.
Senior Client Service Representative
Instant Offices Real Estate
01.2013 - 10.2017
- Coordinated and scheduled meetings, made reservations, confirmed appointments, and provided directions when required
- Answered phones, distributed incoming mail, and operated basic office equipment
- Provided clerical and administrative support to external and internal clients
- Prepared forms and other documents related to sales, renewals, leases, and exclusive agencies
- Managed contact database
- Created marketing brochures and postcards
- Created maintenance work orders
- Scheduled office tours for prospective clients
- Assisted in the preparation of eviction paperwork when necessary.
Client Service Representative
Instant Offices Real Estate
07.2012 - 11.2012
Education
Bachelor of Computer Science -
University of Mumbai
01.2010
Skills
- Spreadsheet, word processing, database management, typing speed 75 WPM
- Word, Excel and PowerPoint
- Independent & Result driven
- Efficient interpersonal skills
- SharePoint excellence
- Multitasking
- Customer Service / Client Focus
- Document management
- Creativity
- Travel logistics
- Transcribing dictation
- Event coordination
- Fast touch-typing
- Decision maker
- Team player
- Exceptional communications skills
Key Qualifications
- Excelling as the Executive Assistant to the Chairman and CEO, performing various personal duties including maintaining multiple residences, purchasing personal items etc.
- Overseeing direct reports—including senior business administrative secretaries—while directly reporting to C-level executive staff.
- Interacting with multiple departments to streamline operations and achieve corporate success.
- Excelling at balancing multiple tasks within deadline-driven environments while providing top-level organization and communication skills and improving operational systems.
Timeline
Administrative Assistant
Premier Visa and Immigration Services
02.2023 - Current
Executive Secretary to CEO
Universal Payment Services
03.2018 - 12.2022
Executive Secretary to CFO
Gulf Engineering Company K.S.C.C. (GEC)
12.2017 - 02.2018
Senior Client Service Representative
Instant Offices Real Estate
01.2013 - 10.2017
Client Service Representative
Instant Offices Real Estate
07.2012 - 11.2012
Bachelor of Computer Science -
University of Mumbai
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