Gabriella Kecskes
Montreal
Summary
Executive Assistant skilled in streamlining operations, managing complex schedules, and enhancing administrative efficiency.
Driven and resourceful administrative professional with 20+ 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
13
13
years of professional experience
Work History
Executive Assistant
PSB Boisjoli
11.2023 - 07.2024
- Manage and holistically coordinate the C-Suite Executive’s calendar.
- Manage AR for the C-Suite Executive.
- Play a key role during Tax season; (compiling corporate taxes, trusts, and partnership returns)
- Proactively ensuring that all monthly deadlines are met.
- Enter timesheets for C-Suite Executive.
- Communicate with government representatives.
- Coordinate requests from governments (MRQ, CRA).
- Prepare expense reports and submit insurance claims.
- Assisted a Senior Partner with organizing his daily routine and with transitioning him to a paperless environment.
- Devised a plan of action for contacting clients that were not diligent in paying their invoices on time.
- Created a new system for updating the times sheets.
Executive Assistant
adMare BioInnovations
05.2023 - 10.2023
- Assisted with scheduling ongoing Accelerator Meetings in three locations
- Produced expense reports
- Coordinated with the travel agency to book travel for all members of the team
- Managed complicated and diverse calendars for team members
- Managed SharePoint and Team’s platforms
- Was the key point of contact for all IT issues for the department
- Created a smooth line of communication between various departments.
- Devised a plan of action for storing important information in Teams; to provide easier access to those who needed to rapidly access them.
- Created a new system for compiling expenses from team members and uploading them through Concur.
Legal Affairs Operations Coordinator
PHARMASCIENCE INC.
07.2022 - 04.2023
- Managed the legal team’s Continuing Education courses and credits
- Produced expense reports
- Coordinated documents for special events and trips with corporate agency.
- Managed Leadership Huddle and Team meetings which included workshops
- Managed SharePoint and Team’s platforms for the Legal Team
- Addressed all IT issues for the department
- Spearheaded the launch of a more user-friendly SharePoint platform
- Devised a plan of action for both agendas and minutes for Corporate Meetings
- Created many spreadsheets and forms for onboarding new employees as well as to keep our team up to date.
Executive Assistant
COLAS CANADA INC.
09.2020 - 10.2021
- Maintained and kept up to date the bank accounts of Colas Canada and its subsidiaries, letters of credit and other bank correspondences
- Produced expense reports and reconciled credit card statements for Executives.
- Coordinated documents for special events and trips with corporate agency.
- Managed the corporate box at the Bell Center (playoff hockey games)
- Prepared weekly schedules (Administration) for Executives
- Created a more efficient and accurate system of communication between the subsidiaries and the banks for letters of credit.
- Devised a clear process for Banking Powers
- Initiated weekly Executive Assistant meetings across Canada for all our subsidiaries to have an open forum for communication.
Operations Planner/Executive Assistant
VAPOR RAIL
12.2017 - 06.2019
- Provided superior level support to the Site Director and her team, with respect to OPS meetings, minutes, updating Governance calendars and tracking SCIP reports.
- Tracked ECD’s daily through the EPDM system and followed up with the Supply Chain team
- Ensured that the Items Planning Count Report worked smoothly amongst the Supply Chain, Sourcing and Engineering teams.
- Prepared weekly KPI reports for Sourcing and Supply Chain.
- Maintained a challenging calendar for the Site Director and certain members of her team, as well as their expenses and their travel abroad.
- Prepared Power Point presentations for the Executive Team.
- Helped create and supported the Site Director with weekly breakfast meetings as a forum to get to know each other.
- Created specific KPIs for Sourcing and Supply Chain and provided weekly reports.
- Launched the Items Planning Count Report on SharePoint, making it possible to connect Supply Chain, Sourcing and Engineering.
- Provided weekly reports to the Site Director after each Breakfast meeting with challenges brought up during the discussions and subsequent action plans that were put into place.
Executive Assistant, (Region 3 – Eastern Canada)
WALMART CANADA CORP.
07.2015 - 09.2017
- Provided superior level administrative support to Regional Operations leadership related to planning operational goals, generating financial & business data, and coordinating special projects.
- Managed the Senior VP’s complicated agenda.
- Assisted the Senior VP with the logistics for supporting the operations of all of 144 stores in Eastern Canada.
- Managed international travel.
- Prepared Power Point presentations for the Executive Team.
- Managed a team of four Operation Assistants.
- Initiated, researched, designed, and implemented an onboarding kit for new Executives, (including a resource handbook), which was strongly endorsed by senior management and subsequently rolled out across the country.
- Suggested, coordinated, and established Ask Xavier, which was an email address that all associates could send email questions and/or comments to, and which was a way to strengthen communications between Senior VP and employees.
- Generated a higher-than-expected response rate and was formalized as a valuable communications channel.
- Conceptualized and created a Walmart Dictionary, which centralized Walmart terminology, (“Walmart Speak”), in one location and facilitated new employees becoming productive more quickly.
- Initiated research into and launched Connect and SharePoint to facilitate real-time sharing of reports for 140 stores across our region and then rolled it out across the country to over 400 stores: thereby accelerating month-end accounting roll ups by three days and doing so at a lower cost.
- Identified and flagged redundant, unused reports which were subsequently eliminated, saving more than ten hours per week of staff time involved in their preparation.
Executive Assistant and Event Planner to the Regional Director
INVESTORS GROUP
05.2013 - 04.2014
- Offered support to the Director for all events.
- Tracked all investment portfolios.
- Managed the Director’s schedule.
- Maintained all accounts payable.
- Assisted in acquiring new clientele for his business.
- Created sales and administered contests which provided additional incentive for Financial Consultants, and which were credited for generating a significant increase in sales.
- Established a cross-reference-based system to monitor client investments which significantly improved audit results by highlighting compliance irregularities so they could be addressed in a timely manner.
Administrative Coordinator to the Plant Director
VALEANT CANADA
01.2012 - 11.2012
- Managed the Director’s busy calendar.
- Prepared all domestic and international travel arrangements for the Executive team.
- Worked at both Valeant, as well as Laboratoire Dr. Renaud, a company acquired by Valeant.
- Prepared Power Point presentations for the Directors at both Valeant and Dr. Renaud.
- Generated purchase requests in Lotus Notes.
- Entered purchase orders in QAD and created manufacturing and packaging files in AS400.
- Led team preparations of documents for FDA audits, including setting up the 'War Room', which allowed these audits to proceed more quickly and at a lower cost.
- Created the presentation for the Board, which was key to the decision to purchase Sanofi Pharmaceuticals.
Education
Bachelor of Commerce - Major in Marketing, Minor in Management
Concordia University
Montreal, QCDEC in Social Sciences -
Dawson College
Montreal, QCSkills
- Executive support
- Administrative support
- Office management
- Strong problem solver
- Schedule & calendar planning
- Customer Service-oriented
- Expense reporting
- Calendar management
- Travel coordination
- Meeting planning
- Advanced MS office suite
- Strategic planning
Other Relevant Job Experience
- Sales and Marketing Coordinator
- Financial Consultant
Professional Leave
08/01/24, Present, On a professional leave to focus on personal health and recovery.
Languages
English
Native or Bilingual
French
Full Professional
Timeline
Executive Assistant
PSB Boisjoli
11.2023 - 07.2024
Executive Assistant
adMare BioInnovations
05.2023 - 10.2023
Legal Affairs Operations Coordinator
PHARMASCIENCE INC.
07.2022 - 04.2023
Executive Assistant
COLAS CANADA INC.
09.2020 - 10.2021
Operations Planner/Executive Assistant
VAPOR RAIL
12.2017 - 06.2019
Executive Assistant, (Region 3 – Eastern Canada)
WALMART CANADA CORP.
07.2015 - 09.2017
Executive Assistant and Event Planner to the Regional Director
INVESTORS GROUP
05.2013 - 04.2014
Administrative Coordinator to the Plant Director
VALEANT CANADA
01.2012 - 11.2012
DEC in Social Sciences -
Dawson College
Bachelor of Commerce - Major in Marketing, Minor in Management
Concordia University