Vana Mariyan
Pickering
Summary
Accomplished Executive Assistant with over 13 years of experience providing high-level administrative support to senior executives. Proven expertise in Office Management, managing complex calendars, and facilitating communication across departments. Skilled in maintaining confidentiality, organizing events, and enhancing office efficiency. Demonstrated ability to build strategic relationships and manage sensitive communications.
Overview
14
14
years of professional experience
Work History
Executive Assistant
Ontario Clean Water Agency
03.2018 - Current
- Strategically manage all aspects of senior executives' complex calendars, including scheduling meetings and coordinating appointments to align with organizational priorities.
- Organize comprehensive travel arrangements, including accommodations and itineraries, ensuring seamless executive travel experiences.
- Handle confidential documents with discretion, ensuring proper storage and restricted access as required.
- Implement efficient filing systems and document management processes to enhance office productivity.
- Assist in policy development, contributing to a structured and organized work environment.
- Conduct research and prepare reports to support executive decision-making.
- Oversee office inventory, ensuring the availability of necessary supplies for daily operations.
- Coordinate staff events, fostering team-building and improving workplace morale.
- Serve as a liaison between departments, facilitating effective internal communication.
- Prepare and edit presentations for internal and external meetings, ensuring clarity and professionalism.
- Monitor expenses and prepare detailed expenditure reports to assist in budget management.
- Support recruitment processes by screening resumes and coordinating interviews.
- Collaborate on special projects aimed at improving business operations.
- Provide administrative support during board meetings, including agenda preparation and minute-taking.
- Process payroll accurately, adhering to strict deadlines.
- Maintain office equipment, troubleshooting issues to ensure uninterrupted operations.
- Implement time-saving solutions to reduce meeting preparation times.
Executive Assistant to CEO and CFO/ Office Manager
Siemens AG, Trench Limited
03.2013 - 03.2018
- Coordinate/ Facilitate special events such as Board Meeting, Management Meeting and Town Hall Meetings
- Progress and maintain strategic assessment of competitive environment
- Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
- Credit card consolidating and prepare expense and reimbursement for Executive Management
- Daily/ Weekly/ Monthly reporting, staff evaluations, conduct departmental training and meetings
- Deal with client service escalations as well as any issues with customers while being empathetic and ensuring Customer Satisfaction and Customer Retention
- Coordinate logistics of meeting with the following: venue/ meeting room, agenda, presentation, invitations and technical support with conference phone and projector setup
- Weekly meetings with the staff for progress reports, then documented and communicated the findings and results to the CEO
- Work with the executive managers to facilitate Strategy Plan for Trench Canada
- Supervised and guided new employees and responded quickly to questions to improve understanding of job responsibilities.
- Enhanced guest satisfaction by efficiently managing front office operations and addressing customer concerns promptly.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
Executive Assistant
ONEX Corporation
10.2010 - 03.2013
- Worked directly for the CEO, managing directors, and principals
- Managing meeting times, speaking engagements, conducting and administering market analysis
- Managed the day-to-day work for various employees in the Company’s executive offices in Toronto/ New York
- Frequently trained new marketing support staffs, and was often called upon to teach co-workers how to use newly acquired software programs
- Researching and gathering data from subsidiary companies, ensuring that all information and specifications are correct
- Assisted the Director of Communication with press briefing, news releases, creating and presenting new product ideas to increase company ROI
- Attended a comprehensive course and received superior job evaluations
- Formulating, analyzing and comparing data collected
- Responded to Subsidiary inquiries and escalated complaints to the appropriate managing director when necessary
- Preparation of monthly board meeting with technical equipment and luncheons
- Coordinate scheduled meeting by going over attendance, speakers and equipments as required
- Develop a reputable relationship with subsidiary companies and maintains ongoing relationships with managing directors/ principals.
Education
Applied Biology and Chemistry -
Ryerson University
Toronto, OntarioSkills
- Office Management
- Staff Management
- Administrative Support
- Presentation Development
- Database Management
- Invoice Processing
- Strategic Planning
- Quality Control
- Project Oversight
- Advanced MS Office Suite
- Compensation and Benefits
- Financial Services
- Process Improvements
- Problem Solving
- Vendor Management
Volunteer Experience
Kids Now, Toronto, Ontario, Mentor, 11/2011, 2013, Engage students in various programs/ exercises that will enable them to overcome peer pressure, Understanding concepts of achievement, expectation, peer pressure and goal setting, Examine and gain awareness of their personal traits and behaviors, Create a comfortable, secure learning environment that is energetic and fun, Involve key stakeholders such as sponsors, schools, parents, coaches and the student with themselves by introducing the program and its public awareness
Timeline
Executive Assistant
Ontario Clean Water Agency
03.2018 - Current
Executive Assistant to CEO and CFO/ Office Manager
Siemens AG, Trench Limited
03.2013 - 03.2018
Executive Assistant
ONEX Corporation
10.2010 - 03.2013
Applied Biology and Chemistry -
Ryerson University
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