Jessica Pouponneau
Calgary,Alberta
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
11
11
years of professional experience
Work History
Administrative Assistant
Intercare
05.2023 - 10.2023
- Creating new hire packages
- Assisting with onboarding and Orientation
- Scheduling Practicum Placements
- Meeting Minutes
- Data Entry for all care home sites
- Creating Slideshow Presentations as required
- Website updates
- Site Surveys
- Drafted correspondence and other documents for CEO and department heads in company's voice
- Managed department budgets and generated financial reports for management review
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Scheduled office meetings and client appointments for staff teams.
Office Coordinator
MTA Urban Design
03.2022 - 03.2023
- Assisting with travel arrangements
- Incoming and outgoing courier coordination
- Meeting and lunch coordination
- Meeting minutes
- HR tasks as needed (on-boarding, new hire & benefit packages)
- Expense reports
- Timesheet submissions
- Deposits
- Marketing/promoting Interior design department
- Coordinating with reps for lunch and learns
- Organized team workload and prioritized tasks to streamline office functions in deadline-driven environment
- Maintained computer and physical filing systems
- Updated reports, managed accounts, and generated reports for company database
- Coordinated special projects and managed schedules
Reception Administrator
Cascade Accounting
07.2021 - 12.2021
- Helping clients navigate interactions with tax authorities and legal concerns related to financial matters
- Preparing year end final tax packages
- Entering trial balances
- Data entry
- Creating new client files
- Bookkeeping
- Organized meetings for executives and coordinated availability of conference rooms for participants
- Managed supervisor itinerary and appointments and streamlined scheduling procedures
Administrative Assistant
Midwest Contracting
02.2020 - 04.2021
- Coordinated weekly progress meetings
- Updated manuals as needed
- Filing and tracking of fleet department
- Scheduling monthly fleet service
- Preparing/Updating insurance documents
- Creating and tracking of all employee cards
- Monitored Deputy Manager's work calendar and scheduled appointments, meetings and travel
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files
Receptionist/Administrative Assistant
Urban Systems
06.2018 - 02.2020
- Greeting Clients
- Boardroom scheduling
- Daily Bank deposits
- Coding and processing invoices
- Accounts Payable/Receivables
- New hire packages
- Event planning
- Distributing incoming and outgoing mail
- Answered telephone calls to field inquiries from clients, vendors
- Monitored premises
- updated logs and issued passes to maintain security
- Managed office inventory
- Confirmed appointments, communicated with clients, and updated client records
- Resolved customer problems and complaints
- Managed multiple tasks and met time-sensitive deadlines
- Provided clerical support to company employees by copying, faxing, and filing documents
- Handled cash transactions and maintained sales and payments records accurately
- Handled assignments independently with good judgement and critical thinking skills
- Helped office staff prepare reports and presentations for internal or client-related use
- Monitored and screened visitors to verify accessibility to inter-office personnel
- Blueprint overview and delivery
Receptionist
Cushman & Wakefield Asset Services Inc
07.2015 - 01.2018
- Greet visitors and respond to telephone and in-person information requests
- Filing
- Sharepoint
- Maintaining reports for building tenants
- Processed rent checks
- Expense reports
- Assisted in event planning for various departments
- Cross Trained in all departments to assist (Operations, Security Fire Warden)
- Drafted professional memos, Rent notices, letters
- Marketing to support business objectives and growth
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions
- Quarterly traffic reports
Hostess/Server
Metropolitan Grill
01.2013 - 05.2015
- Marketing
- Cultivated positive guest relations by managing information and orchestrating speedy seating
- Routinely supported other areas of restaurant as requested, including answering telephones and completing financial transactions for other staff members
- Assisted managers with quickly resolving service- and food-related issues
- Took reservations and to-go orders by phone, answered customer questions, and informed of accurate wait times
- Supported servers, food runners, and bussers with keeping dining area ready for every guest
- Worked with front of house staff to move tables and adjust seating to accommodate groups with special requests
- Developed and maintained up-to-date knowledge of menu items and daily specials to accurately respond to customer queries
- Cross-trained to handle different restaurant roles, including bar, kitchen and to-go stations
Education
High School diploma -
Father Lacombe School - Calgary, AB
01.2007
Skills
- Spreadsheet management
- Event Coordination
- Employee Timesheet Processing
- Routing Mail
- Travel Coordination
- Program Files Maintenance
- Correspondence Handling
- Database administration
- Document Control
- Presentation Design
- Complex Problem-Solving
- Meeting arrangements
- Workflow Optimization
References
Available Upon Request
Languages
English
French
Timeline
Administrative Assistant
Intercare
05.2023 - 10.2023
Office Coordinator
MTA Urban Design
03.2022 - 03.2023
Reception Administrator
Cascade Accounting
07.2021 - 12.2021
Administrative Assistant
Midwest Contracting
02.2020 - 04.2021
Receptionist/Administrative Assistant
Urban Systems
06.2018 - 02.2020
Receptionist
Cushman & Wakefield Asset Services Inc
07.2015 - 01.2018
Hostess/Server
Metropolitan Grill
01.2013 - 05.2015
High School diploma -
Father Lacombe School - Calgary, AB