Nancy Klimuk
Executive Assistant
Toronto,ON
Summary
Dedicated and detail-oriented Executive Assistant and Office Administrator with a proven track record of supporting executive leadership and managing office operations efficiently. Adept at handling sensitive employee matters, coordinating with HR partners, and ensuring smooth day-to-day functions within a dynamic office environment. Strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving.
Overview
30
30
years of professional experience
Work History
Executive / Personal Assistant
Xana Group
02.2025 - Current
- 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 / Personal Assistant
Shiplake Properties Ltd.
06.2024 - 11.2024
- Provide administrative support to the Executive Chair by proactively managing his calendar, coordinating meetings, note taking, arranging catering, making travel arrangements, preparing/verifying expense claims (personal & corporate), couriers, personal banking, personal shopping, corresponding with customers and vendors.
- Perform tasks using independent judgment and discretion, i.e. preparing documents, screening and responding to incoming correspondence, inquiries, and phone calls
- Maintain confidentiality and use discretion with sensitive information.
- Assist other Senior Leaders with various tasks.
- Managed Corporate Tickets
Executive Assistant
Cadillac Fairview
03.2023 - 04.2024
- Provide administrative support to the Senior Vice President, Development as well as the Senior Vice President, Industrial by proactively managing the calendar, coordinating meetings, arranging catering, making travel arrangements, and preparing/verifying expense claims. This support was extended to other senior leaders within the departments.
- Process vendor invoices by manually entering them into Yardi, submitting them to the BOT for processing, when necessary, communicate with the vendor and be the point person of communication between the vendor and Finance
- Perform tasks using independent judgment and discretion, i.e. preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls
- Run various Vendor reports when required through Yardi
- Maintain confidentiality and use discretion with sensitive information.
Executive Assistant
Scotiabank
05.2022 - 04.2023
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
Executive Assistant
Scotiabank
05.2020 - 05.2022
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Organized and coordinated conferences and monthly meetings.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
Accounts Associate
CAFO
11.2019 - 03.2020
- Reviewed issues, analyzed and interpreted data and determined corrective action.
- Enhanced internal controls for expense tracking by implementing a centralized purchasing system.
- Contributed to department projects, documentation, general analysis and testing.
- Contributed to process improvements initiatives within the finance department by identifying inefficiencies and suggesting best practices for implementation.
Executive Assistant
Manulife Financial
06.2006 - 06.2019
- Organized staff events to enhance collaboration and strengthen workplace relationships.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Facilitated training and onboarding for incoming office staff.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Increased office efficiency by developing and implementing inventory management system for office supplies.
- Coordinated international travel arrangements, ensuring seamless logistics for executives attending global conferences.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Contributed to budget management by tracking expenditures and identifying cost-saving opportunities.
- Fostered positive work environment, organizing team-building activities and events.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Streamlined communication between departments, resulting in more effective project coordination and execution.
- Improved document management and accessibility with creation of centralized digital repository.
- Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
- Facilitated onboarding of new employees, ensuring smooth transition into company culture and workflow.
- Filed paperwork and organized computer-based information.
- Enhanced executive productivity by managing email correspondence and prioritizing critical issues.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Answered high volume of phone calls and email inquiries.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Contributed to development of internal policies and procedures, enhancing organizational effectiveness and compliance.
- Negotiated with vendors for cost savings, securing high-quality services at reduced rates.
Education
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Loretto College Secondary School
Toronto, ON01.1991
Skills
- Excellent Customer Service skills with over 30 years’ experience
- Office Administration and Organization
- Executive Support and Calendar Coordination
- Staff Management and Conflict Resolution
- HR Liaison and Compliance Support
- Event Planning and Vendor Coordination
- Document Preparation and Record Keeping
- Strong Written and Verbal Communication
- Ability to learn quickly and adapt to my environment
- Ability to use discretion in dealing with confidential information
- Excellent telephone manner with superior interpersonal skills
- Experienced in Microsoft Office Suite and Teams, Cloud-Based Collaboration, Salesforce, and Concur, and Yardi, Google Workspace, Chat GPT
Languages
English
Native or Bilingual
Portuguese
Limited Working
Spanish
Limited Working
French
Elementary
Hobbies and Interests
Participating in Charity Fund Raisers, Music, Exercise, Hockey, Baseball, Baking, Meditation, Health and Wellness
Timeline
Executive / Personal Assistant
Xana Group
02.2025 - Current
Executive / Personal Assistant
Shiplake Properties Ltd.
06.2024 - 11.2024
Executive Assistant
Cadillac Fairview
03.2023 - 04.2024
Executive Assistant
Scotiabank
05.2022 - 04.2023
Executive Assistant
Scotiabank
05.2020 - 05.2022
Accounts Associate
CAFO
11.2019 - 03.2020
Executive Assistant
Manulife Financial
06.2006 - 06.2019
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Loretto College Secondary School
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