Yohanna Garcia
Toronto,ON
Summary
Driven Executive Administrative Assistant successful at developing and maintaining detailed administrative and procedural processes reducing redundancy, improve accuracy and achieve organizational objectives. Over 8 years of experience supporting leaders in management and executive roles.
Overview
7
7
years of professional experience
Work History
Operations Officer
Wealhouse Capital Management
02.2022 - 09.2023
- Maintained all records of operational accounting up-to-date
- Accounts Payable: Reviewed and ensured correct and timely payment of expenses to all staff
- Handled payroll processing and maintenance of employee records
- Assisted with annual compliance company audits and tax filings
- Processed and paid company tax payments and additional monthly banking transactions
- Maintained Records of soft dollar balances and payments
- Oversee and maintain office facilities
- Sort, filed and organized all incoming office mail and deliveries
- Responsible for onboarding new hires
- Responsibilities included: Setting up new cell phones, laptops, and getting them ready for new hires
- Handled Minor IT issues, corresponded with IT consultants for escalations
- Helped research and marketing team book travel arrangements
- Planned all staff events (Christmas staff dinner, Summer staff party, staff activities for team building etc)
Senior Administrative Assistant
Flow Alkaline Spring Water
09.2021 - 01.2022
- Provided confidential administrative group support to Executive team - CRO, CMO, CFO, President/COO
- Kept files and records in content management systems such as MS SharePoint, EXCEL, and Salesforce
- Acted as backup for other employees by providing support and adapting to requirements of department
- Supported program operations by preparing and updating documents, reports and spreadsheets
- Maintained professional calendar and individual appointments for senior staff members
- Worked hand-in-hand with Finance team using Salesforce to prepare and submit company expenses, processes and submitted vendor invoices
- Updated executives on changing business needs by thoroughly documenting internal and client meetings
- Coordinated and booked airfare, hotel and ground transportation
- Prepared itinerary to facilitate successful trips
- Processed travel expenses and reimbursements for executive team and senior management group
- Created shipping and invoicing documents with accurate customer, destination and material information to meet shipper standards and kept track of client information and orders using Salesforce strategies.
Office Administrator (contract)
Cidel Asset Management
10.2020 - 09.2021
- Supported head of human resources and senior vice president with effective correspondence management, document coordination and customer relations
- Delivered clerical support by efficiently handling a wide range of routine and special requirements
- Kept accounts and records by actively pursuing error resolutions and independently correcting problems
- Directed automation of office procedures such as correspondence management, record keeping and online communications
- Worked with upper management to complete complex projects on tight budgets with specific timelines
- Example: Got Cidel together virtually to try and feel more connected
- Worked alongside HR to find virtual projects for Cidel in short period of time and small budget
- Evaluated office documentation to check accuracy and complete missing pieces, avoiding delays and maximizing team productivity.
Executive Administrative Assistant
Freshbooks
09.2019 - 04.2020
- Supported Chief Financial Officer, Chief Commercial Officer and Chief Marketing Officer
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team efficiency
- Processed travel expenses and reimbursements for 3-member executive team using Expensify
- Managed administrative functions, including complex calendar management with focus on proper allocation of executive availability
- Worked as backup Executive Assistant for Chief Executive Officer, Chief Operating Officer and Chief People Officer when their Executive Assistant was away
- Worked with senior management to initiate new projects and assist in various processes
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
Administrative Assistant
DDB Canada
03.2018 - 05.2019
- Performed deal management (ei
- CRM and reporting) and general administrative tasks, including but not limited to, data entry, photocopying, printing & binding of marketing packages, telephone calls, archiving, couriers and mailing
- Managed Chief of Design and Vice President/Group Directors complex and frequently changing travel arrangements using Concur
- Managed administrative functions - Focusing on managing executives availability
- Submit and reconcile expense reports for executives
- Supported Human Resource team with a variety of administrative tasks including interview bookings and webinar set-ups
- Coached new employees on administrative procedures, company policies and performance standards and coordinated spacing requirements and logistics for new hires.
Reception Administrator (contract)
PowerOne Capital Markets Limited
11.2016 - 11.2017
- Answered telephone calls to field inquiries from clients, vendors and various other callers seeking information
- Kept reception area clean and neat to give visitors positive first impression
- Greeted numerous visitors, including VIPs, vendors and interview candidates
- Oversaw inventory activities, including materials, monitor ordering or requisition and supply stocking or re-stocking
- Assisted in administrative duties for office team, including making phone calls, copies, schedules, and delivering multi-million dollar cheques for deposit
- Helped arrange corporate events that took place outside of the workplace for Prospectors & Developers
- Dealt with Sensitive and Confidential information.
Education
Graduate Certificate - Pre-Business
George Brown College
Toronto, ON2016
Skills
- Project Management
- Teamwork
- Time Management
- Leadership
- Effective Communication
- Scheduling
- Organizational Skills
- Knowledgeable in: Concur, SalesForce, Expensify, Quickbooks, Microsoft, Google And Apple
- Client Account Preparation and Processing
- Building Health & Safety
- Event Coordination
- Payroll Processing
- Accounting (Billing, Payment, Soft Dollars)
- Calendar Management
- Travel Coordination
- Business Operations Support
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
French
Limited Working
Italian
Limited Working
Timeline
Operations Officer
Wealhouse Capital Management
02.2022 - 09.2023
Senior Administrative Assistant
Flow Alkaline Spring Water
09.2021 - 01.2022
Office Administrator (contract)
Cidel Asset Management
10.2020 - 09.2021
Executive Administrative Assistant
Freshbooks
09.2019 - 04.2020
Administrative Assistant
DDB Canada
03.2018 - 05.2019
Reception Administrator (contract)
PowerOne Capital Markets Limited
11.2016 - 11.2017
Graduate Certificate - Pre-Business
George Brown College
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