JANCIS SULLIVAN
Mississauga,ON
Summary
Professional and detail-oriented Executive Assistant with demonstrated experience providing high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination.
Overview
23
23
years of professional experience
Work History
Senior Client Service Associate
Evans Investment Counsel Inc.
05.2022 - 04.2024
- Provide administrative support to Portfolio Managers in the completion of all tasks related to client portfolio management and reporting
- Provide focused, pro-active, detail-orientated support to ensure exceptional client service experience
- Process client requests – ad hoc & scheduled electronic fund transfers, trades, cheques, wire deposits, contributions, transfers, documentation updates and other transactions as necessary
- Responsible for new client onboarding and ensuring existing accounts and the CRM platform is up-to-date, accurate and in compliance with Company policies and Regulatory requirements
- Resolve trade settlement issues with custodian and internal operations staff
- Establish and maintain client files for legal correspondence, trading and cash activities
- Assist with Quarterly reporting and Year-end reports
- Collaborate with team members on joint projects (such as RRSP contribution campaign, TFSA & RESP contribution tracking and distributing tax documentation to clients and their accountants)
Office Manager & Client Services Associate
JCIC Asset Management Inc.
09.2015 - 05.2022
- Ensure all client enquiries are addressed accurately and in a timely manner
- In charge of approving all transfer requests, KYC preparation, client updates and cash requests
- Prepare and distribute special month-end reports and year-end tax reports
- Responsible for overall office administration and assisting with special projects ad hoc
- Arrange internal and external client meetings, luncheons and events
- Ensure client information is recorded correctly on CRM platform and that documentation is compliant in terms of suitability and AML requirements
- Assist with preparing and editing communications for clients and prospects
- Maintain company vacation calendar and track and record employee absences
- Responsible for monitoring office inventory and ordering stationary, business cards, supplies and other company marketing/branding materials
- Main contact for office vendors, service providers and landlord/tenant communications
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
Executive Assistant
RBC Capital Markets (Randstad)
07.2015 - 08.2015
- Provide vacation coverage for four Executive Assistants in various departments within the Global Investment Banking arm
- In each role, provide administrative support to a team of up to 11 individuals, comprised of multi-level Executives, Managing Directors and Analysts
CAREER BREAK
Not Employed
11.2007 - 07.2015
- When Azure’s Head Office was relocated to Michigan, I made the decision to stay home to raise my children
- School Volunteer (reading with students in the classroom, field trip supervisor)
- Active member of our local committee that was advocating to the District School Board’s Program and Accommodation Review Board (PARC) for the construction of a ‘walk-to’ school in our neighbourhood
- Set up a home business selling AVON (acquired customers, sent out monthly recommendations, scheduled deliveries and tracked invoices and payments)
Exec. Assistant to Deputy Chairman and CEO
AZURE DYNAMICS CORP
09.2001 - 11.2007
- Act as a gatekeeper, using independent judgement, discretion and diplomacy to make decisions on the CEO’s behalf while ensuring that the CEO is informed in a timely manner
- Assist the CEO, in a highly confidential capacity on all business and personal matters as required (Outside Directorships, Organizations, Clubs and Affiliations)
- Strategically manage CEO’s business and personal calendar – schedule and co-ordinate all appointments, conference calls, luncheons, day to day activities, meetings, emails and phone calls to facilitate the most efficient use of time
- Organize events and meetings (book off-set venues; negotiate meeting room facilities and catering)
- Coordinate extensive travel across multiple time-zones and global locations for the CEO, management team and Board of Directors
- Support the Board of Directors; circulation of Minutes, correspondence, meeting organization, and all preparations, including coordination of AGM and filings with Canadian Securities Regulators
- Organize, prepare and maintain all files, and client/customer database in an organized and efficient manner
- Meticulously manage all communications and correspondence (phone, email, post) and respond where appropriate, on the CEO’s behalf
Skills
- Exceptionally strong organizational, communication and analytical skills
- Thrives in a fast-paced environment and has the proven capacity to manage competing priorities in high demand situations
- Extensive experience in dealing with highly sensitive, confidential information
- Professional & reliable with solid judgement
- Self-motivated, proactive, detail orientated and adaptable, with a positive attitude and strong work ethic
- Proficient with Microsoft Office applications, Adobe’s suite of products, as well as Salesforce, AXYS, Harmony, InvestCloud and Outlook
Timeline
Senior Client Service Associate
Evans Investment Counsel Inc.
05.2022 - 04.2024
Office Manager & Client Services Associate
JCIC Asset Management Inc.
09.2015 - 05.2022
Executive Assistant
RBC Capital Markets (Randstad)
07.2015 - 08.2015
CAREER BREAK
Not Employed
11.2007 - 07.2015
Exec. Assistant to Deputy Chairman and CEO
AZURE DYNAMICS CORP
09.2001 - 11.2007
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