Jannette Kotzé
Administrative Professional
Coquitlam,BC
Summary
A forward-thinking Executive Assistant, accomplished in aiding company leaders with key functions. Expert at managing busy schedules, organizing projects, and providing stellar administrative support to C-Suite executives and senior leadership teams.
Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
Highly self-motivated, with a solid work ethic, excellent interpersonal and communication skills.
Computer skills include Microsoft Office Suite, Adobe Acrobat, SharePoint, Skype, WebEx, Confluence, OneNote, and various in-house systems.
Overview
25
25
years of professional experience
Work History
Executive Assistant/Office Manager
Western Coal Corporation
Vancouver, B.C.
09.2004 - 12.2011
- Developed and implemented office policies and procedures.
- Supervised staff members, organized schedules and delegated tasks.
- Ordered supplies and equipment to maintain adequate inventory levels.
- Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
- Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
- Reviewed contracts for accuracy prior to signing off on behalf of the company.
- Provided training to new hires on office policies and procedures.
- Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
- Used judgment and initiative in handling confidential matters and requests.
- Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
- Negotiated contracts with vendors, securing favorable terms and cost savings.
- Delegated work to staff, setting priorities and goals.
- Held regular one-on-one meetings with employees to review performance and priorities and provide feedback.
- Coordinated onboarding and offboarding activities for new hires and departing employees.
- Health and Safety Orientations for new hires.
Executive Assistant - Environmental
Western Coal Corporation
Vancouver, B.C.
09.2004 - 12.2011
- Provided confidential Administrative tasks and duties for two Executives and three Senior team members •Coordinated travel arrangements for the Environmental and Operations Department.
- Maintained calendars and arranged appointments, schedules and meetings for Executives.
- Received, screened and acted on various communication to the VP Environmental and Operations.
- Organized regulatory working group meetings, first nations meetings as well as Senior and Executive meeting planning, preparations and followed up.
- Provided detailed record keeping and consultations with First Nations and regulatory groups as well as stakeholders and Version and document control, report compilations and coordination with Environmental consultants, printers and editing/graphics groups.
- Liaised with Environmental Assessment office and other ministries for distribution of information related to mine projects, permit applications.
- Constructed compensation payments, regulatory payments for trappers, first nations, license permit fees and application fees for various mine sites.
- Liaised with Lands and Right of Way consultants on notifications of upcoming projects to various stakeholders as well as renewal of tenures and other related issues.
- Resolved issues regarding budgets.
- Known for excellent follow-up and attention to detail.
- Assisted in budget updates for various projects working with various consultants.
- Gathered information and assisted VP Environmental/Regulatory with yearly budgets.
- Compiled and submitted expense reports for COO and VP Environmental/Regulatory.
- Recruited and supervised part time help for the department and various other duties.
Executive Assistant to CEO & Board of Directors
Kwikwetlem First Nation Enterprises LP
Coquitlam, BC
03.2021 - Current
- Maintain confidential records and files related to executive operations.
- Coordinate with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Prepare reports, presentations, letters, and other documents as needed by the CEO and Board of Directors.
- Act as a liaison between the CEO/Board and internal and external stakeholders to facilitate communication flow.
- Develop policies and procedures pertaining to office administration matters, including Corporate Credit Cards, Office Equipment, laptops, and Company Cellphone use.
- Assist with day-to-day IT issues and work together with IT providers for more complex issues, including migrating information from server to the cloud.
- Conducted research on various topics as requested by the CEO and Board of Directors.
- Assist in organizing executive meetings, staff meetings, team building, strategic planning sessions, and other meetings, functions as required.
- Oversee inventory control processes, ensuring availability of office equipment, supplies, and technology at all times.
- Managed all planning aspects and catering needs for special events hosted by the organization.
- Facilitate board meetings, prepare agendas and meeting minutes, and distribute support materials in advance for successful meetings.
- Handled confidential information with discretion and integrity.
- Create and maintain computer (SharePoint) and paper-based filing and organization systems for records, reports, and documents.
- Participate in frequent communication with other team members, human resources, and the finance department on special projects and events.
- Take detailed notes in meetings and disseminated information afterward.
- Provided accurate, up-to-date information to external parties through emails, phone calls, and in-person interactions with professionalism and discretion.
Executive Assistant to the President
Ausenco
Vancouver, BC
10.2018 - 08.2020
- Organized and maintained the President's calendar, scheduling meetings and appointments.
- Prepared complex international travel arrangements for the President, including airfare, hotel accommodations, rental car reservations, considering different time zones and means of travel.
- Prepare passports and visa requirements before travel.
- Compiled reports from various sources for review by the President.
- Developed presentations for special events held at or sponsored by the organization.
- Acted as a liaison between executive management and other departments within an organization, across different time zones.
- Leveraged word processing software to create letters, reports, and memos.
- Prepared expense reports in accordance with company policy and procedure guidelines.
Executive Assistant/Office Manager
TERADICI CORPORATION
BURNABY, B.C.
04.2014 - 10.2018
- Assisted CEO/President and VP of Enterprise Software Sales with calendar, email, and time management, as well as time-sensitive and confidential communications.
- Monitored in-box for urgent, time-sensitive emails and respond accordingly.
- Set up and participated in Executive meetings, Offsite Executive, and Strategic Planning meetings and sessions.
- Arranged quarterly sales kickoff meetings with international, as well as North American, sales employees.
- Facilitate, coordinate and managed the agenda and sales presentations within the sales meetings to maintain a positive flow and good time management.
- Prepared weekly and monthly reports, ensuring excellent attention to detail and completion in a timely manner.
- Facilitated and/or assisted external meeting facilitators with the preparations, sourcing of facilities, and set up of internal or external meetings and presentations.
- Organized local and international travel, accommodations, facilities, catering, etc.
- Facilitated board meeting planning, compiling, preparation, and distribution of information prior to meetings. Prepared expense reports for the CEO and other executives as required.
- As the Chair of the Social Committee, I assisted with and participated in organizing employee events to enhance morale.
- Facilities and asset management - allocation/relocation: During the move from three floors to one floor, I was tasked with working with Heritage to plan and build out the third floor. Then, I met with employee managers to plan the move.
- Worked with interior planners, planning office layout and preparations (planning out reception, decisions on layout, colors, furniture, timing, etc.).
- Planned, facilitated, and worked with I.T. Department to set up various meetings and interviews through Skype and life-size.
Executive Assistant / Office Manager
International Northair Mines Ltd
Vancouver, B.C.
04.2011 - 04.2014
- Provided day-to-day support to the CEO and President, and ensured the overall administration of the office ran smoothly.
- Maintained and arranged appointments, schedules, and calendars for CEO and President.
- Received, screened, and acted on various communications to the CEO and President.
- Arranged and booked travel, and maintained itineraries.
- Maintained filing systems and internal procedures manuals (paper and electronic).
- Sourced pricing and purchasing of office equipment and office supplies to ensure the company received the most appropriate product for the best price.
- Meticulous at completing and reconciling expense reports.
- Assisted in the preparation and distribution of internal and external documents to the Board of Directors and potential investors.
- Coordinated and organized office activities and functions, board meetings, annual general meetings, and other special events.
Administrative Assistant
Ernst & Young
Vancouver, B.C.
01.2004 - 06.2004
Executive Assistant to CEO/CFO & President
Creation Technologies
Burnaby, B.C.
01.2000 - 12.2003
Education
Corporate Secretary
Corporate Governance Institute
01-2024
Project Management
UBC Sauder School of Business
01-2023
IAAP Tec Summit – Tucson Arizona - Business Management Daily
2018
IAAP Member (International Association of Administrative Professionals -
2017
Diploma - Forestry and Wildlife Conservation
Ashcroft University
2011
Diploma - Professional Secretary With Computer Skills
ICS Canada
2007
Various Microsoft Office Suite Training – On-Tract Computer Training (Vancouver B.C.) Telkom SA: Various in-house training (Internal Audit / Salaries and Wages) Ten steps to Excellent Customer Service -
2001
Secretarial Management Diploma -
Lyceum College
1992
Skills
- Professional Demeanor
- Extremely Dedicated and Hardworking
- Effective Verbal & Written Communication
- Excellent Rapport with Internal & External Stakeholders
- Prioritization and Time Management
- Self-Motivated and a Self Starter
- Relationship Building
- Team Player and Problem Solver
- Meticulous attention to detail
- Articulate and well-spoken
Timeline
Executive Assistant to CEO & Board of Directors
Kwikwetlem First Nation Enterprises LP
03.2021 - Current
Executive Assistant to the President
Ausenco
10.2018 - 08.2020
Executive Assistant/Office Manager
TERADICI CORPORATION
04.2014 - 10.2018
Executive Assistant / Office Manager
International Northair Mines Ltd
04.2011 - 04.2014
Executive Assistant/Office Manager
Western Coal Corporation
09.2004 - 12.2011
Executive Assistant - Environmental
Western Coal Corporation
09.2004 - 12.2011
Administrative Assistant
Ernst & Young
01.2004 - 06.2004
Executive Assistant to CEO/CFO & President
Creation Technologies
01.2000 - 12.2003
IAAP Tec Summit – Tucson Arizona - Business Management Daily
IAAP Member (International Association of Administrative Professionals -
Diploma - Forestry and Wildlife Conservation
Ashcroft University
Diploma - Professional Secretary With Computer Skills
ICS Canada
Various Microsoft Office Suite Training – On-Tract Computer Training (Vancouver B.C.) Telkom SA: Various in-house training (Internal Audit / Salaries and Wages) Ten steps to Excellent Customer Service -
Secretarial Management Diploma -
Lyceum College
Corporate Secretary
Corporate Governance Institute
Project Management
UBC Sauder School of Business
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