Sara Zaid
Ottawa,Canada
Summary
Self-motivated professional with 6 years of hands-on experience in the areas of Office Management, Executive assistant , Finance, HR and Marketing. Passionate about all things technology with a drive for numbers and attention to detail.
Overview
8
8
years of professional experience
Work History
Executive Assistant
Potvin Group
11.2022 - Current
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Filed paperwork and organized computer-based information.
- Updated and maintained confidential databases and records.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Created and managed office systems to efficiently deal with documentation.
- Coordinated events and worked on ad hoc projects.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Took notes and dictation at meetings.
- Handled incoming and outgoing mail, email and faxes.
Office Manager / Bookkeeper (Temp)
MGS Security
02.2021 - 11.2022
- Manage accounting and payroll function
- Coordinate all activities with Health Canada & Statistics Canada
- Set up and organize company-wide filing and referencing.
- Maintained computer and physical filing systems.
- Updated reports, managed accounts, and generated reports for company database.
- Created, maintained and updated filing systems for paper and electronic documents.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Managed office operations while scheduling appointments for department managers.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Coached new hires on company processes while managing employees to achieve maximum production.
- Controlled finances to lower costs and keep business operating within budget.
- Reported to senior management on organizational performance and progress toward goals.
- Evaluated employee records and productivity and submitted evaluation reports.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
- Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
- Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Defined clear targets and objectives and communicated to other team members.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
- Improved staffing during busy periods by creating employee schedules and monitoring call-outs.
- Developed detailed plans based on broad guidance and direction.
Executive Assistant / Office Manager
Gracie Barra Group
01.2020 - 02.2021
- Managing and scheduling meetings
- Updating CRM & assigning daily task and duties for employees
- Creating standard HR operating procedures for all staff and management
- Handling sensitive budgetary and employee information.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Answered high volume of phone calls and email inquiries.
- Facilitated training and onboarding for incoming office staff.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Used advanced software to prepare documents, reports, and presentations.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Developed and maintained automated alert systems for important deadlines.
- Updated and maintained confidential databases and records.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Coordinated events and worked on ad hoc projects.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Took notes and dictation at meetings.
- Handled incoming and outgoing mail, email and faxes.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Screened personal and business calls and directed to appropriate party.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
Office Coordinator
Dental Office
01.2018 - 12.2019
- Developing and executing social media marketing strategies
- Greeting customers and coordinating jobs
- Administrative and bookkeeping support.
- Interacted with customers by phone, email, or in-person to provide information.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Maintained computer and physical filing systems.
Sandwhich Artist
SUBWAY®Restaurants
05.2016 - 01.2018
- Kept workplace clean and organized in line with restaurant policies.
- Greeted guests, promoted specials, and took orders.
- Prepared and presented food in compliance with health and safety guidelines.
- Prepared and served hot and cold sandwiches based on customer preferences.
- Trained team members to prepare sandwiches and other items according to instructions.
- Upheld high standards of customer service at all times to enhance client loyalty and satisfaction.
- Organized freezers, refrigerators and storage rooms by receiving, recording, and moving food and beverage supplies and products.
- Executed sandwich artistry duties with very low occurrence of errors.
- Shared information with customers about menu items, preparation methods, and ingredients.
- Assisted customers in choosing menu items by providing food complementing information.
- Kept kitchen, counter and dining areas cleaned and sanitized.
- Properly labeled and stored food and fresh ingredients in cooler or freezer to optimize freshness.
- Accurately operated cash register to process customer payments.
Education
Bachelor of Arts (English) -
Carleton University
06.2020
Skills
- Payroll management
- Invoice administration
- Coordination & scheduling
- Bookkeeping
- HR & employee relations
- Payable & Receivables
- Employee Health & Safety
- Proficient in Microsoft & QuickBooks
- Proper Phone Etiquette
- Business Correspondence
- Advanced MS Office Suite Proficiency
- Meeting Agendas and Minutes
- Conflict Management
- Social Media Knowledge
- Strong Problem Solver
- Interpersonal Communications
- Travel Accommodations
- Executive Support
- QuickBooks Expertise
- Microsoft Office
- Problem Resolution
- Grammar Understanding
- Appointment Setting
- Office Administration
- Self Starter
- Invoice Preparation
- Schedule Planning
- Process Improvement
- Event Calendar Management
- Executive Travel
- Confidentiality and Discretion
- Office Supplies and Inventory
- Calendar and Scheduling Software
- Travel Arrangement Coordination
- Hotel Accommodations
- Social Perception
- Maintain Filing Systems
- Developing Agendas
- Executive Calendars
- Resourceful Researching
- Goal Minded
- Answer Multi-Line Phone Systems
- Business Writing
- Special Event Projects
- Data Research and Compilation
- Bookkeeping and Basic Accounting
- Call Screening
- Project Planning
- Labor Relations
Languages
Arabic
Full Professional
English
Full Professional
French
Elementary
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
Success is not final; failure is not fatal: It is the courage to continue that counts.
Winston S. Churchill
Timeline
Executive Assistant
Potvin Group
11.2022 - Current
Office Manager / Bookkeeper (Temp)
MGS Security
02.2021 - 11.2022
Executive Assistant / Office Manager
Gracie Barra Group
01.2020 - 02.2021
Office Coordinator
Dental Office
01.2018 - 12.2019
Sandwhich Artist
SUBWAY®Restaurants
05.2016 - 01.2018
Bachelor of Arts (English) -
Carleton University
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