Julie Ross
Grimsby,ON
Summary
Julie is a dynamic professional with extensive experience in managing financial processes, customer service, meeting coordination, process improvement, and marketing communications. Skilled in overseeing diverse administrative and operational tasks, ensuring seamless workflow and compliance with policies. Adept at orchestrating events and creating marketing materials to drive brand awareness and engagement. Known for meticulous attention to detail, exceptional communication abilities, and adeptness in resolving issues to achieve mutual satisfaction. A proactive problem-solver with a track record of exceeding organizational objectives and driving efficiency across diverse functions.
Overview
17
17
years of professional experience
Work History
Academic Administrative Assistant
Psychology/ESL Departments, Brock University
01.2018 - Current
- Demonstrated responsibility by promptly and accurately responding to general inquiries via email, phone, and in-person interactions, ensuring efficient communication and delivering exceptional customer service to meet the needs of stakeholders
- Successfully planned and coordinated department/staff meetings, ensuring seamless logistics and effective communication among team members, while also meticulously recording and distributing accurate meeting minutes to facilitate decision-making and follow-up actions
- Implemented and streamlined departmental processes to enhance workflow efficiency, resulting in improved productivity, reduced redundancies, and heightened overall success in meeting organizational objectives
- Spearheaded the creation of dynamic print and online marketing communications, showcasing innovative designs and compelling content to effectively engage target audiences and drive brand awareness and growth
- Proficiently managed the ESL Brock Database for registered students, including creating Letters of Acceptance (LOAs), processing transcripts, and resolving accounts receivable balances on student accounts, ensuring accuracy
- Managed financial travel reimbursement process for Faculty and Graduate students, ensuring accuracy, timeliness, and compliance with policies and regulations.
Executive Assistant
Take It Up Consulting (formerly Jayeff Partners)
01.2009 - 01.2018
- Administered six Not-for-Profit organizations within the Agriculture & Food Sector across Canada, overseeing all aspects of operations, including financial management, compliance with grant program requirements, and strategic planning, resulting in successful attainment of objectives and sustained funding support from Federal and Provincial grant programs
- Proficiently managed all aspects of financial operations, including accounts payable, accounts receivable, financial reporting, invoicing, travel/expense reports, bank reconciliations, budget reports, and audit preparation, ensuring accuracy, compliance, and efficiency in financial management processes
- Effectively executed additional executive administrative responsibilities, including managing correspondence, composing letters, coordinating meetings and agendas, and providing real-time minute-taking services for client and board meetings, contributing to smooth operations and seamless communication within the organization
- Coordinated all conferences, Annual General meetings, and special events, ensuring meticulous organization, efficiency, effectiveness, and adherence to budget constraints, resulting in successful and memorable gatherings that met the objectives of stakeholders while optimizing resources
- Headed up the successful design and creation of email marketing campaigns, marketing/communication materials, web design and on-line surveys, utilizing innovative strategies and creative expertise to effectively engage target audiences and enhance brand visibility across digital platforms
- Diligently managed grant-funded projects, serving as the primary liaison between the granting body and clients to ensure alignment of project objectives and deliverables with contract agreements, facilitating clear communication and successful project execution
- Prepared and submitted quarterly progress reports and financial claims in a timely manner, resulting in early completion of project reporting and demonstrating commitment to accountability and transparency in project management.
Sales & Marketing
Bartek Ingredients
01.2007 - 01.2009
- Oversaw all international container shipments and organized comprehensive order management processes, including pricing, invoicing, logistics planning, scheduling, and documentation, ensuring seamless delivery to meet customer expectations and fostering retention and repeat orders through exceptional service and efficiency
- Orchestrated invoicing with complex payment terms involving various currencies and export financing for shipments to over 40 countries, ensuring accuracy and completeness of quote information provided by the Sales team
- Reliably managed correspondence with clients reliably, skillfully addressing customer concerns and earning praise from both customers and distributors for efficiency and professionalism in resolving issues to mutual satisfaction
- Spearheaded all North American purchase orders, invoicing, and logistics operations to ensure seamless product delivery, surpassing sales targets and contributing to overall business success
- Managed the implementation of a new Customer Relationship Management system, ensuring 100% accuracy within the client database, and efficiently trained the sales department on the new software, enhancing productivity and optimizing customer relationship management processes
- Facilitated interviews for potential logistic carriers and freight forwarders, executed and administered change in the logistic processes and strategies, which in turn generated cost savings for the company.
Skills
- Customer Service Excellence
- Executive Administrative Support
- Workflow Process Optimization
- Marketing Communications Development
- Financial Reimbursement Management
- Database Management
- Microsoft 365 Office Suite
- Administrative Management
- Process Improvement
- Planning and Prioritization
- Time management abilities
- Teamwork and Collaboration
Timeline
Academic Administrative Assistant
Psychology/ESL Departments, Brock University
01.2018 - Current
Executive Assistant
Take It Up Consulting (formerly Jayeff Partners)
01.2009 - 01.2018
Sales & Marketing
Bartek Ingredients
01.2007 - 01.2009
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