Nancy Klimuk
Toronto,ON
Summary
Dedicated and detail-oriented Executive Assistant and Office Administrator with over 20 years of experience supporting executive leadership and overseeing seamless office operations. Proven ability to manage complex calendars, coordinate cross-functional tasks, and handle sensitive employee matters with discretion. Skilled in partnering with HR, managing vendor relationships, and ensuring compliance with internal policies. Known for strong organizational skills, clear communication, and a proactive, solutions-focused mindset in fast-paced environments.
Overview
19
19
years of professional experience
Work History
Executive Assistant / Personal Assistant
Xana Group
Vaughan
02.2025 - 04.2025
- Organized, reviewed, and maintained office documents and templates, ensuring consistency and accuracy across all materials.
- Managed staff concerns with professionalism and discretion, acting as a liaison between employees and executive leadership.
- Oversaw and tracked employee time-off requests, maintaining clear communication and records.
- Collaborated with HR consulting partner, Peninsula, to align on employee relations, compliance, and HR best practices.
- Worked closely with the Executive to coordinate internal events, office moves, and external functions such as conferences and trade shows.
- Took initiative to lead office operations in the absence of the Executive, ensuring continuity and stability in day-to-day activities.
- Maintained office supply inventory, including stationery, snacks, and recycling management to support a comfortable and efficient work environment.
- Drafted and refined job descriptions for all company positions, supporting recruitment and role clarity.
Executive Assistant / Personal Assistant
Shiplake Properties
06.2024 - 11.2024
- Maintained and standardized office documents and templates, ensuring accuracy and consistency across all materials.
- Acted as a trusted liaison between staff and executive leadership by professionally managing employee concerns with discretion.
- Administered and tracked employee time-off requests, maintaining accurate records and ensuring timely communication.
- Partnered with external HR firm (Peninsula) to support employee relations, ensure compliance, and implement HR best practices.
- Coordinated internal events, office relocations, and external functions (e.g., conferences, trade shows) in collaboration with executive leadership.
- Led daily office operations in the Executive’s absence, ensuring business continuity and operational efficiency.
- Managed office inventory, including supplies, snacks, and recycling, contributing to a well-organized and productive workplace.
- Created and updated job descriptions for all roles, supporting hiring processes and enhancing role clarity across the organization.
Executive Assistant | Development & Industrial Div
Cadillac Fairview
03.2023 - 04.2024
- Provided comprehensive administrative support to the Senior Vice President of Development and the Senior Vice President of Industrial, including calendar management, meeting coordination, travel arrangements, catering, and expense claim preparation.
- Extended executive support to additional senior leaders across both departments as needed.
- Processed vendor invoices by entering data into Yardi, coordinating with the BOT for approvals, and serving as the main point of contact between vendors and the Finance team.
- Exercised sound judgment and discretion in preparing documents and presentation materials, as well as screening and responding to incoming communications.
- Generated and analyzed vendor reports through Yardi to support department and finance needs.
- Maintained strict confidentiality while handling sensitive and business-critical information.
Executive Assistant | Real Estate Division
Scotiabank
05.2022 - 03.2023
- Provided high-level administrative support to the Executive Chair, including proactive calendar management, meeting coordination, minute-taking, and travel planning.
- Handled personal and corporate expense reports, courier arrangements, personal banking, and shopping with accuracy and discretion.
- Served as a liaison with customers and vendors, managing professional correspondence and ensuring timely follow-ups.
- Exercised independent judgment in preparing documents, screening and responding to emails, inquiries, and calls on behalf of the Executive.
- Maintained confidentiality and managed sensitive information with professionalism and trust.
- Supported additional Senior Leadership with various administrative tasks and special projects as needed.
- Oversaw the management and distribution of corporate event tickets, ensuring proper tracking and allocation.
Executive Assistant | Global Finance
Scotiabank
03.2020 - 05.2022
- Provided high-level executive support to the Senior Vice President and Chief Accountant of Finance and their team, ensuring smooth day-to-day operations and the utmost confidentiality.
- Managed complex calendars, scheduled internal and external meetings, coordinated conference calls, and arranged domestic and international travel.
- Exercised independent judgment and discretion in preparing documents, reports, and presentation materials; drafting correspondence; and responding to inquiries on behalf of the SVP.
- Monitored and reviewed standard expenditures, ensuring department activities were conducted within approved budgets.
- Prepared financial entries, processed transactions, and compiled supporting documentation for timely payments.
- Acted as primary liaison and coordinator for departmental initiatives, ensuring alignment, communication, and follow-through on strategic goals.
Accounts Administration Associate
CAFO
11.2019 - 03.2020
- Reconciled accounts receivable to ensure accuracy of client payments and account balances.
- Issued payment reminders and cancellation notices in accordance with company policy and timelines.
- Responded promptly to inquiries from clients and brokers via phone and email, providing clear and professional support.
- Processed and entered Electronic Fund Transfers (EFTs) with accuracy and attention to detail.
Executive Assistant | Marketing Department
Manulife
07.2017 - 06.2019
- Provided executive-level support to the SVP, VP, and AVP, ensuring seamless day-to-day operations across the department.
- Managed complex calendars, including scheduling and prioritizing meetings, appointments, and conferences of various sizes.
- Coordinated domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
- Processed and reconciled expense reports in compliance with corporate policies.
- Organized catering and logistics for internal meetings and external events.
- Supported onboarding and offboarding processes, including equipment setup and system access for new hires and terminations.
- Oversaw daily office operations, including supply management and vendor coordination.
- Monitored and responded to executive email correspondence, ensuring timely follow-up and professional communication.
- Assisted department leadership with administrative tasks, special projects, and cross-functional coordination.
Executive Assistant | Wealth Sales Division
Manulife
01.2013 - 06.2017
- Provided comprehensive administrative support to the Regional Vice President, Sales Manager, and a team of 24 sales professionals.
- Managed complex calendars, scheduled meetings, and coordinated logistics for both small and large-scale conferences and events.
- Oversaw domestic travel arrangements, including transportation, accommodations, and itineraries.
- Managed corporate event ticket allocation and distribution for client and team engagement.
- Generated and distributed sales and performance reports to support management decision-making.
- Organized catering for internal meetings and corporate events.
- Facilitated onboarding and offboarding processes, including equipment setup and access for new hires and terminations.
- Led daily office operations, maintained supply inventory, and ensured a well-organized and efficient work environment.
- Handled executive email communication, ensuring timely responses and follow-up.
- Trained and mentored new administrative assistants to ensure consistent support across the department.
- Acted as a key administrative partner to leadership, supporting a high-performing sales environment.
Territory Coordinator | Wealth Sales Division
Manulife
09.2010 - 12.2012
- Currently support 2 sales territories (previously managed up to 7), providing end-to-end administrative and sales support.
- Collaborate closely with Territory Coordinators and the Inside Sales Team to ensure seamless operations and communication.
- Review and process Cooperative Marketing Program (CMP) requests, ensuring compliance with corporate guidelines.
- Distribute marketing materials and sales collateral to advisors and partners as needed.
- Prepare and submit expense reports, ensuring timely and accurate reimbursement.
- Run investment illustrations and fund comparison reports to support advisor meetings and client planning.
- Generate data-driven fund reports and performance summaries to assist the sales team and advisors.
- Send calendar invites, meeting reminders, and follow-up communications to financial advisors.
- Complete and submit Product Management (PM) requests for advisor and territory needs.
- Organize small-scale events, including logistics, catering, and venue coordination.
- Manage purchase and tracking of event tickets, promotional items, and advisor recognition gifts.
- Oversee travel booking and expense management for team members and executives.
Receptionist Administrator | Investments Division
Manulife Investments
10.2006 - 09.2010
- Provided executive-level support to the SVP, VP, and AVP, ensuring seamless day-to-day operations across the department.
- Managed complex calendars, including scheduling and prioritizing meetings, appointments, and conferences of various sizes.
- Coordinated domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
- Processed and reconciled expense reports in compliance with corporate policies.
- Organized catering and logistics for internal meetings and external events.
- Supported onboarding and offboarding processes, including equipment setup and system access for new hires and terminations.
- Oversaw daily office operations, including supply management and vendor coordination.
- Monitored and responded to executive email correspondence, ensuring timely follow-up and professional communication.
- Assisted department leadership with administrative tasks, special projects, and cross-functional coordination.
Education
High School Diploma -
Loretto College Secondary School
06.1991
Skills
- Over 30 years of exceptional customer service and client-facing experience
- Advanced office administration and organizational skills
- Strong executive support, including calendar management and travel coordination
- Experienced in staff oversight, conflict resolution, and team support
- Liaison for HR functions, compliance processes, and employee relations
- Skilled in event planning, logistics, and vendor coordination
- Proficient in document preparation, data entry, and record management
- Excellent written and verbal communication; professional email and phone etiquette
- Quick learner with proven ability to adapt to dynamic environments
- Trusted to handle confidential and sensitive information with discretion
- Highly developed interpersonal skills and professional telephone manner
- Technically proficient in Microsoft Office Suite, Office 365, Teams, Google Workspace, Salesforce, Concur, Yardi, Cloud-based tools, and ChatGPT
Languages
English
Native or Bilingual
Portuguese
Limited Working
French
Elementary
Spanish
Elementary
Timeline
Executive Assistant / Personal Assistant
Xana Group
02.2025 - 04.2025
Executive Assistant / Personal Assistant
Shiplake Properties
06.2024 - 11.2024
Executive Assistant | Development & Industrial Div
Cadillac Fairview
03.2023 - 04.2024
Executive Assistant | Real Estate Division
Scotiabank
05.2022 - 03.2023
Executive Assistant | Global Finance
Scotiabank
03.2020 - 05.2022
Accounts Administration Associate
CAFO
11.2019 - 03.2020
Executive Assistant | Marketing Department
Manulife
07.2017 - 06.2019
Executive Assistant | Wealth Sales Division
Manulife
01.2013 - 06.2017
Territory Coordinator | Wealth Sales Division
Manulife
09.2010 - 12.2012
Receptionist Administrator | Investments Division
Manulife Investments
10.2006 - 09.2010
High School Diploma -
Loretto College Secondary School