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.
150 King Street W.
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.
77 King Street W.
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)
Royal Bank Plaza, S. Tower
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
350 Bay Street
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