VANESSA FERNANDEZ
Hamilton,ON
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Administrative Assistant
Region of Peel Housing
Brampton, ON (On-Site)
06.2019 - 02.2023
- Prioritize, coordinate and schedule appointments, meetings and deadlines
- Organize and maintained appropriate reports, files, systems and documentation while actively managing a follow-up system to ensure that work proceeds in a smooth fashion
- Manage information and paper flow ensuring appropriate handling of incoming mail, requests and reports
- Prepare and/or review standard correspondence and edit, produce and format reports, memos, emails, presentations and other documentation for the director or manager
- Support team meetings by scheduling, preparing agendas, taking minutes and maintaining pending action list
- Serve as back up support to administrative assistants within the division
- Provide highly confidential support, liaising with internal and external contacts and members of
- ELT and regional council
- Prepare and process employee paperwork
- Undertake financial reconciliation of expenses and process invoices for payment
- Process purchasing card reconciliations, requisitions and express purchase orders
- Maintain continuous awareness of departmental and divisional priorities, corporate administrative systems and policies and procedures
- Practice a high degree of confidentiality, discretion, tact and diplomacy
- Anticipate needs by approaching and looking for new innovative approached to work
- Handle politically sensitive issues in a professional manner
- Demonstrate a commitment to diversity, equality and inclusion through continuous development, modeling inclusive behaviours and proactively managing bias
- Other duties as assigned
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Created and maintained databases to track and record customer data.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
- Assisted development and implementation of new administrative procedures.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Developed strategies to streamline and improve office procedures.
- Processed customer orders accurately and within agreed timeframes to meet service standards.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
- Managed department budgets and generated financial reports for management review.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
Executive Assistant
City Of Mississauga
Mississauga, ON (On-Site)
02.2013 - 06.2019
- 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.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Developed and maintained automated alert systems for important deadlines.
- Filed paperwork and organized computer-based information.
- Updated and maintained confidential databases and records.
Education
Certificate - Administrative Studies
Humber College
Etobicoke, ON06.2013
Skills
- Lotus 123
- ACCPAC
- Data Management
- Excel Spreadsheets
- Multi-Line Phone Systems
- Database Organization
- Account Reconciliation
- Payroll and Benefits Administration
- Calendar Management
- Customer Service
- Administrative Support
- Internal Communications
- Microsoft Office
- AS/400
- Accounting Support
- Time Management
- Prioritization
- AR/AP
- Mail Management
- PeopleSoft HRMS
- Cash Deposit Preparation
- Technical Support
Certification
- First Aid and CPR certified
Additional Information
- Mindfulness Meditation
- Mental Health seminars
- Customer Service seminars
- HEAL Network
- Sales Strategies seminars
- Leadership seminars
- Dementia seminars
Timeline
Administrative Assistant
Region of Peel Housing
06.2019 - 02.2023
Executive Assistant
City Of Mississauga
02.2013 - 06.2019
Certificate - Administrative Studies
Humber College