Kishma Mohan
Ajax,Canada
Summary
Resourceful and detail-oriented executive assistant with a proven track record of delivering exceptional administrative support to executives and teams. Skilled in strategic planning, calendar management, client relations, and fostering team collaboration. Known for adaptability, discretion, and reliability in dynamic, fast-paced environments. Prepared to deliver impactful solutions and drive success in any role.
Overview
15
15
years of professional experience
Work History
Executive Assistant and Client Service Administrator
PACE Consulting
11.2023 - Current
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Handled confidential and sensitive information with discretion and tact
- Screened calls and emails and responded accordingly to support executive correspondence
- Overseeing the day-to-day client administration and supporting Account Managers with business management
- Managed renewals and Summary of Benefits for clients in Group Benefits with current year with timely adjustments
Executive Assistant/Office Manager
Starseed
06.2017 - Current
- Provided administrative support to CEO, Directors and Sr
- Management by coordinating logistics in travel, special events, conference calls and detail-oriented projects
- Used Sage50 to maintain financial records
- Developed strategic insight and operational knowledge to fully support CEO in all his day-to-day management tasks
- Worked closely with CEO to develop Company strategies for marketing initiatives and conduct research and compile data
- Created financial portfolio reports, typing of letters and emails, document filing, screening phone calls, scheduling appointments for travel and social events for the CEO
- Created a daily agenda report for the CEO outlining priority emails, voicemail messages, mail, and appointments
- Organized and complied meeting agenda, meeting minutes, and financial statements for quarterly board meetings
- Responsible for posting month-end accounting entries and reconciling discrepancies: including those of subsidiary entities and joint ventures
- Responsible for preparing journal entries, maintaining general ledger accounts
- Performed vendors payable transactions including matching, verifying, entering invoices payment transactions
- Central point of contact for incoming calls, couriers, and mail for over 100+ employees
- Arranged organization wide events such as creating meetings, teleconferences, agendas, Power Point presentations, and operational expense report in Excel
- Managed employee onboarding and offboarding process
- Coordinating site visits for analysts & investors, attending where necessary
Executive Assistant/Office Manager
Prince Arthur Capital
02.2017 - 03.2018
- Provided comprehensive administrative support to a team of 8 executives
- Managed complex calendars, appointments, and schedule to optimize efficiency and prioritize urgent tasks
- Coordinated high-volume communication between internal and external departments with professionalism and discretion
- Transcribed correspondence, hand-written notes, short reports, and meeting minutes for multiple Executives
- Organized designed and implemented new corporate identity including logo, redesign and update of web site and marketing materials (updated facts sheet, corporate presentations and corporate booth materials)
- Liaison with Board of Directors, organizing AGM, Directors Dinners, and Board Meetings
- Dissemination of News Releases via Marketwire & liaison with IIROC, updated PIF requirements
- Screened and prioritized corporate emails, incoming calls, and mail in order of importance
- Processed, managed and tracked invoices, expenditures, and petty cash
- Managed and assisted in human resources functions
- Responsible for boardroom readiness, meeting materials, and seating arrangements
- Responsible for scheduling company events, restocking of office and kitchen supplies
- Assisted in troubleshooting and resolving issues with printers, scanners, and internet connectivity failures
- Maintained all order books for financings and ensured the Company was fully compliant with the TSX-V
- Re-branding of company including all print materials, website coordination, new signage, graphics coordination with design studio
- TSV requirements for ticker change
- Created and maintained all share, warrant and option registers
Administrative Assistant
K&G Group
02.2016 - 01.2017
- Provide administrative support, file management, completing information requests, and receptionist duties in a fast-paced environment
- Used Simply Accounting to maintain financial records including accounts payable/receivable, invoicing, and petty cash
- Organized filing system to decrease retrieval time and minimize filing errors
- Maintained and managed operations for 1100 apartments and commercial tenants
- Responsible for rent collection and posted entries of cheques to tenant account
- Responsible for matching and coding of invoices, verifying and posting daily accounting transactions/entries using Yardi Voyager for 3 properties with approximately 50 or more payment process per day
- Processed enrolment of new tenants and leases into Yardi Voyage
- Created rental lease statements, and update tenant lease information, including phone numbers and names
- Managed preparation of all reimbursements to tenants (i.e., Security Deposit Refunds & Tenant Allowances)
Executive Assistant Intern
Seneca College
09.2015 - 11.2015
- Researched, compiled and reported on real estate market trends in the greater Toronto Area
- Spearheaded creation of HR documentation including manual policies and procedures
- Assisted in planning and preparation of meetings, conference, seminars, and tradeshows
- Provided clerical assistance such as filing, typing, faxing, and photocopying
- Compiled, sorted, and recorded information from various sources into Seneca Works for accuracy and completeness
Student Ambassador
University of Toronto
09.2012 - 12.2014
- Managed day-to-day functions of Student Recruitment office
- Responded to general inquiries both in person, and a combination of phone, email, and live chat
- Recruited prospective students by providing relevant information, resolving concerns, and encouraging completion of admissions application
- Created a skills development training program for new ambassadors
Receptionist/ Office Assistant
Sharma & Sharma Law Offices
09.2009 - 07.2012
- Updated client records and managed incoming phone calls using a multi-line phone system
- Scheduled appointments, paying attention to client confidentiality
- Worked on small claims, provincial offences, family court, and estate matters
- My role involved file review, analysis, observing clients’ meetings, drafting, and filing documents
- Coordinated presentations, setting up internal and external meetings, and overseeing the implementation and maintenance of certain service contracts
Skills
- Schedule & Calendar Planning
- Executive support
- Document preparation
- Strategic Planning
- Presentations and public speaking
- Relationship Building
- Client Engagement
- Data Interpretation
- Training and mentoring
- Teamwork and Collaboration
- Analytical Thinking
- Interpersonal Communication
- Excellent Communication
- Time Management
- Office management
Languages
English
Native or Bilingual
Timeline
Executive Assistant and Client Service Administrator
PACE Consulting
11.2023 - Current
Executive Assistant/Office Manager
Starseed
06.2017 - Current
Executive Assistant/Office Manager
Prince Arthur Capital
02.2017 - 03.2018
Administrative Assistant
K&G Group
02.2016 - 01.2017
Executive Assistant Intern
Seneca College
09.2015 - 11.2015
Student Ambassador
University of Toronto
09.2012 - 12.2014
Receptionist/ Office Assistant
Sharma & Sharma Law Offices
09.2009 - 07.2012
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