Summary
Overview
Work History
Education
Skills
Extra Training
Office Administration - Responsibilities
References
Languages
Timeline
Generic

Gisele St. Arnault

Summary

  • Involving and working with others as a team member to achieve advancement and growth within the organization.
  • 17 Years' experience as an Executive Assistant.
  • Innovative Problem-Solver who thinks outside the box to find effective, permanent solutions.
  • Dynamic professional who successfully prioritizes and multitasks.
  • ARTS, ETMS, ITMS, SRM, Exclaim, Images, P-Card, Microsoft Office 2000, Excel, and Word.
  • Driven and resourceful administrative professional
  • Track record supporting professional needs with well-organized precision.
  • Successfully manages high-volume workloads in rapidly changing environments. Executive Assistant skilled at offering high-level administrative support to senior-level staff.
  • Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
  • Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes.

Overview

25
25
years of professional experience

Work History

Executive Assistant

First Nations, Métis and Inuit Curriculum Branch Division
10.2015 - Current
  • Monitors office supplies and completes order for supplies, equipment
  • Maintains and monitors records management systems, ensuring file maintenance and records are up-do-date for the Executive Director's Office
  • Collaborates with the ADM's Executive Secretary, Directors and Administrative Assistants to promote consistency of administrative operations
  • Liaises with administrative support staff throughout the Sector to coordinate and ensure consistency in issue management and administrative services across the Sector
  • Drafting high quality and professional documents, emails, spreadsheets, and Presentation packages;
  • Managing the logistics and support for meetings, including scheduling, preparing and gathering materials, tracking action items and commitments;
  • Processing incoming and outgoing correspondence; Communicating and responding to staff inquiries; Managing financial requirements including processing invoices, calculating expenses and keeping budget forecasts up to date;
  • Coordinating travel arrangements for staff including preparing travel approval requests, booking travel and accommodations, and supporting staff with expense claims;
  • Organizing and maintaining electronic and paper filing systems.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
  • Assisted in the development of company policies and procedures, contributing to a more organized work environment.
  • Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
  • Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Created and managed office systems to efficiently deal with documentation.
  • Took notes and dictation at meetings.

Administrative Assistant

Sheriffs and Security Operations Branch
10.2012 - 10.2015
  • Assists with processing employee expense claims; Compile and record all payroll information into ETMS program for salary and wage employees;
  • Assists with records management support for the unit; Making travel arrangements and accommodations for all Sheriffs when necessary for the department;
  • Preparation and distribution of minutes for various meetings within the branch;
  • Payment and coding of all invoices; Reconciliation of all transactions with the Expenditure Distribution Report (7001 report) to ensure recognition of invalid charges and omissions;
  • Writing of correspondence; Making sure Briefing Notes are handled professional and to ministry standards; Assist with budget tracking.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
  • Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.

Administrative Assistant

Financial Destinations Group and Quadrus Investments
08.2011 - 08.2012
  • Provide customer service to clients calling or visiting the office;
  • Maintain accuracy of FDG address names for all incoming mail;
  • Fill out insurance claims and forms.
  • Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.

Receptionist

St. Paul Journal
08.2010 - 08.2011
  • Collected, counted and disbursed money; Communicated with customers, employees and other individuals to answer questions, explained information, and addressed complaints; Completed and mailed bills and invoices; Delivered messages and ran errands; Operated office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers; Prepared computer input forms, entered data into computer files; Sold advertisements to customers; Assisted the sales team with ad material.
  • Enhanced customer satisfaction by promptly addressing inquiries and providing accurate information.
  • Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
  • Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
  • Improved appointment scheduling system, reducing wait times and increasing client satisfaction.
  • Assisted in the planning of office events and meetings, ensuring smooth execution and positive outcomes.
  • Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
  • Helped maintain office security by monitoring visitor access and issuing badges as needed.
  • Increased customer retention rates through exceptional communication skills and problem-solving abilities.
  • Demonstrated strong multitasking abilities while managing numerous tasks simultaneously under tight deadlines.
  • Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.

Customer Service Representative

CIBC
11.2009 - 07.2010
  • Take initiative and promote banking products and transaction services that meet client needs; Recognize client needs and make quality referrals to colleagues; Take ownership when clients experience a problem and take the appropriate steps to resolve the problem; Balance cash holdings
  • Act as joint custodian of cash and securities; Protect client privacy; Identify client needs and sales opportunities while processing transactions quickly and providing efficient customer service.
  • Offered advice and assistance to customers, paying attention to special needs or wants.
  • Responded to customer requests for products, services, and company information.
  • Processed customer service orders promptly to increase customer satisfaction.
  • Participated in team meetings and training sessions to stay informed about product updates and changes.
  • Delivered exceptional customer service to every customer by leveraging extensive knowledge of products and services and creating welcoming, positive experiences.
  • Maintained up-to-date knowledge of product and service changes.
  • Responded proactively and positively to rapid change.
  • Monitored cash drawers in multiple checkout stations and maintained adequate cash supply.

Revenue Clerk

Alberta Justice (Maintenance Enforcement Program)
11.1998 - 09.2007
  • Trained and managed employees and achieved significant improvements in their productivity; Set up and oversaw administrative policies and procedures for offices and organizations; Supervised 20 employees, scheduled work hours, and trained clerical staff; Prepared invoices, reports, memos, letters, financial statements and other documents, using word processing, excel; responded to written and telephone requests of customers for direct withdrawals; provided employees with guidance in handling difficult and complex problems, and in resolving escalated complaints and disputes; Ensured effective internal controls are in place for the administration of banking and cash management; Prioritize and organize workday for best productivity; efficiently and effectively communicated with Debtors, Creditors and Banks; Liaison between clients and banks regarding lost payments or stop payments; Taking necessary action for miss-directed payment or non-negotiable funds; Data Entry in a timely manner of Client Reports; Searches (Debtors, Property Liens, Motor Vehicles and Passports) on demand; Extensive knowledge of all jobs in office and was asked to train and job coach; Answering questions and methods of proceeding with daily work; Retrieved information from files requests from authorized users while maintaining confidentiality; Collected checks and cash at reception and responsible for balances; Scheduled Appointments and answered phone inquiries.
  • Increased revenue by efficiently processing payments and maintaining accurate financial records.
  • Reduced errors in invoicing by meticulously reviewing customer accounts and resolving discrepancies.
  • Generated invoices upon receipt of billing information and tracked collection progress.
  • Effectively communicated with clients about payment needs and kept updated, detailed and accurate ledgers.

Education

Accounting and Payroll Diploma -

CDI College
01.2019

Office Administration Certificate -

Blue Quills First Nations College
St. Paul, AB
01.1998

High School Diploma -

École Mallaig School
Mallaig, AB
01.1997

Skills

  • Travel Administration
  • Business Administration
  • Scheduling
  • Risk Management
  • Office Management
  • Invoice Processing
  • Expense Reporting
  • Calendar Management
  • Excel Spreadsheets
  • Office Administration
  • Travel Coordination
  • Strong Problem Solver
  • Executive Support

Extra Training

  • Face to Face Leadership Training, 2006 (8 sessions)
  • Excel Course level one and two (one day training each), 2005
  • Communication Training, 1999
  • Word 97 Workshop (one day training)
  • Managing Active Records
  • Records Disposition
  • Outlook 2010 Level 1 and 2
  • Procurement 101/102
  • Organize your emails
  • Living a Balanced Life
  • Business Writing Basics

Office Administration - Responsibilities

  • Answered phones including assessing client needs and directing them as appropriate
  • Opened, distributed and sent Canada Post and ICS courier mail daily
  • Maintained accuracy of FDG address names for all incoming mail
  • Filed and maintained client correspondence, bills, invoices and general correspondence
  • Drafted meeting agendas, supplied advance materials, and executed follow-up for meetings and team conferences.
  • Obtained signatures for financial document.
  • File and maintain client correspondence
  • Proficient with the action request and knowledgeable of the database.
  • Entered Exclaim on My Agent.
  • P-Card Reconciliation

References

available by request

Languages

English
Native or Bilingual

Timeline

Executive Assistant

First Nations, Métis and Inuit Curriculum Branch Division
10.2015 - Current

Administrative Assistant

Sheriffs and Security Operations Branch
10.2012 - 10.2015

Administrative Assistant

Financial Destinations Group and Quadrus Investments
08.2011 - 08.2012

Receptionist

St. Paul Journal
08.2010 - 08.2011

Customer Service Representative

CIBC
11.2009 - 07.2010

Revenue Clerk

Alberta Justice (Maintenance Enforcement Program)
11.1998 - 09.2007

Accounting and Payroll Diploma -

CDI College

Office Administration Certificate -

Blue Quills First Nations College

High School Diploma -

École Mallaig School

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Gisele St. Arnault