Jagarnauth - Executive Assistant - Whitby, Ontario, Canada

Kameel Jagarnauth

Whitby, Ontario, Canada

Services

Executive Assistant

Summary:

• Computer:
MS Office 2010, 2007, XP, 2000 and 97. MS
• Windows 7, XP, 2000, 98, MS Outlook, Lotus Notes, MS Publisher, Visio and in-house office systems
• Customer Service
Assist clientele via telephone or in person and customer inquiries via telephone, fax and email
• Receptionist:
Excellent front office service to visitors, VIP’s and staff. AT&T, Meridian and Nortel telephone systems
• Accounting
Handled billing and collections, post entries, A/P & A/R, prepared bank deposits and general reconciliations
• Supervisor:
Plan, assign and conducted weekly meetings with staff to provide assistance with their workflow and to ensure they were looked after as a team. Provided status report to manager and a with new staff hire

Work History

Executive Administrator

Cutfield Freeman & Co.Ltd.

February 2011 - September 2012

• File emails correspondence, presentations, spreadsheets, reports and memorandum in accordance with CF&Co procedures. Sort, distribute and send courier packages, mail and faxes. Assure discreet handling of all business.
• Maintain executive's appointment schedule by planning and scheduling meetings, lunches, conference calls, and travel, prepare travel itinerary and forward to all directors and associates for easy tracking and whereabouts.
• Arrange mail in priority action order for manager, process replies on own initiative or based on managers direction. Handle all incoming calls/inquiries within capacity, route calls elsewhere as needed and provide back-up materials for callbacks. Setup new telephone and extensions for new hire.
• Managed payments for all vendors when invoices were received, copies of cheque payment and invoices were sent to head office in London.
• Setup meetings and appointment for manager, directors and associates and arrange meeting facilities. Greet visitors, schedule visits away from boss’s area to protect priority/private tasks, provide back-up data as needed and screen to control interruptions of visitors.
• Setup office, ordered and arranged office furniture, mailing machine system, coffee maker, filtered water, cutleries, plates, cups and plants. Also setup online orders for office supplies and print shop update and manage business cards for new Associates.
• Maintain document management system and archive storage system. Create and update desktop manual. Update mail/phone directories, mail pickup and supply to various staff and handle administrative detail, all projects.
• Prepared monthly expenses for Director & management team
• Assisted with research for new junior and senior mining companies for business development, prepare and update spreadsheet to reflect changes for all new companies.

Executive Administrator

Cutfield Freeman & Co. Ltd

February 2011 - September 2012

• Management day-to-day operations of the Toronto office. Prepare correspondence and documents (including presentations, spreadsheets, reports and memorandum) as directed by manager. File correspondence and documents in accordance with CF&Co procedures. Assure discreet handling of all business.
• Arrange essential mail in priority action order for manager. Process replies on own initiative or from managers dictation or notes. Handle all incoming calls/inquiries within capacity, route calls elsewhere as needed and provide back-up materials for callbacks. Setup new telephone and extensions for new hire.
• Setup meetings and appointment for manager, directors and associates and arrange meeting facilities. Greet visitors, schedule visits away from boss’s area to protect priority/private tasks, provide back-up data as needed and screen to control interruptions of visitors.
• Arrange travel through internal or outside agents, prepare itinerary and complete reports after trip. Invoicing and bill payment requirements for all vendors.
• Update and manage business cards. Maintain document management system and archive storage system. Update desktop manual. Order/re-order department supplies, update mail/phone directories, pickup mail twice daily and handle administrative detail, all projects.

Technical Assistant

Marsh Canada

March 2007 - December 2012

Achievements:
• The knowledge and understanding of personal insurance claims, what are the requirements, how the insured and insurance companies deal with the claims process from broker.
• Create, update and maintain Microsoft Access Database for utilizing and tracking new clients, creating reports, invoice payments and data input for billing purposes (Enterprise Advantage Schema Program).

Responsibilities:
• Provide Assistant to SVP's and AVP's with reporting, set-up and creating files for claims; extensive research on Insurer for confirmation of policy number, policy year and the insured before reporting claims to various insurance companies via e-mail and right fax. Responsible for providing quick and efficient service to client and CE’s via email and, telephone. Monitor claims website; prepare reports to clients or CE’s including spreadsheets, claim loss runs, data transfer, conversion and status reports.
• Review open and closed notices, update file and close files with payment information. Perform helpdesk assistance to my colleagues on the use of Microsoft Office, Lotus Notes and MS Outlook.
• Receive, open, sort, date stamp and distribute all incoming mail to claims staff, maintain and review calendar to accommodate clients with information as to AVP’s and SVP’s out of office whereabouts.
• Review, print, photocopy and correspond to email notices and update client files Print email and invoices for payments; create MCAS requisition forms with correct invoice information forward to Manager for signature. Upon receipt scan, photocopy and then forward invoices to Finance for payment via (in-house system). Fee Card Billing system for utilizing monthly expenses fees for payment of claim files via (in-house system).

Technical Assistant

Marsh Canada

March 2007 - May 2010

Achievements:
• The knowledge and understanding of personal insurance claims, their requirements, how the insured and insurance companies deal with the claims process from broker.
• Create, update and maintain Microsoft Access Database for utilizing and tracking new clients, creating reports, invoice payments and data input for billing purposes (Enterprise Advantage Schema Program).

Responsibilities:
• Provide Assistant to SVP's and AVP's with reporting, set-up and creating files for claims; extensive research on Insurer for confirmation of policy number, policy year and the insured before reporting claims to various insurance companies via e-mail and right fax.
• Responsible for providing quick and efficient service to client and CE's via email and, telephone. Monitor claims website; prepare reports to clients or CE's including spreadsheets, claim loss runs, data transfer, conversion and status reports.
• Review open and closed notices, update file and close files with payment information. Perform helpdesk assistance to my colleagues on the use of Microsoft Office, Lotus Notes and MS Outlook.
• Receive, open, sort, date stamp and distribute all incoming mail to claims staff, maintain and review calendar to accommodate clients with information as to AVP's and SVP's out of office whereabouts.
• Review, print, photocopy and correspond to email notices and update client files. Print email and invoices for payments; create MCAS requisition forms with correct invoice information forward to Manager for signature. Upon receipt scan, photocopy and then forward invoices to Finance for payment via (in-house system). Use of Fee Card Billing system for utilizing monthly and expense fees for payment of claim files via (in-house system).

Committee Administrative Assistant

Investment Funds Institute of Canada - IFIC

March 2004 - October 2006

Achievements:
• The ability to transcribe meetings and compile minutes from meeting notes. Setup boardroom, the use of conference call system for recording meetings.
• The resources and knowledge of setting up and manned display booth for company conferences.

Responsibilities:
• Dealt with high level corporate CEO's, their assistants or Secretaries in order to achieve information pertaining to Committee Meetings. Create agenda packages, meeting materials and ensured deadlines were met as well as procedures were carried out in support of monthly meeting. Scan PDF documents and correspond with chair and various committee members on specific information pertaining to general meeting procedures. Communicate with staff liaison on the expected number of attendees for setup of meetings, schedules and or cancellation of meeting. Attended meeting, computed meeting notes of specific meetings, transcribe and compile minutes from those transcription as meetings were recorded.
• Set-up Boardrooms for all Committee, Working Groups and staff meetings with the use of eNunciate conference all system, order lunch meals and company lunches through various catering companies when required. Order materials and set-up/manned booth for company conferences. Participate in Administrative Working Group in an effort to create new improved methods for a better working environment.
• As a member company was required to maintain all member records information, update database using in-house CMS emailing system, photocopy agenda package, update attendance spreadsheet and print- out eNunciate conference calls. Book travel arrangements and managed staff liaison e-mail to communicate with clients while out of town at seminars and conferences. Perform helpdesk assistance and tutored staff on the use of Microsoft Office and Lotus Notes.

Committee Administrative Assistant

The Investment Funds Institute of Canada

March 2004 - October 2006

Achievements:
• The ability to transcribe meetings and compile minutes from meeting notes. Setup boardroom, the use of conference call system for recording meetings.
• The resources and knowledge of setting up and manned display booth for company conferences.

Responsibilities:
• Dealt with high level corporate CEO's, their assistants or Secretaries in order to achieve information pertaining to Committee Meetings. Create agenda packages, meeting materials and ensured deadlines were met as well as procedures were carried out in support of monthly meeting. Scan PDF documents and correspond with chair and various committee members on specific information pertaining to general meeting procedures.
• Communicate with staff liaison on the expected number of attendees for setup of meetings, schedules and or cancellation of meeting. Attended meeting, computed meeting notes of specific meetings, transcribe and compile minutes from those transcription as meetings were recorded.
• Set-up Boardrooms for all Committee, Working Groups and staff meetings with the use of eNunciate conference all system, order lunch meals and company lunches through various catering companies when required. Order materials and set-up/manned booth for company conferences. Participate in Administrative Working Group in an effort to create new improved methods for a better working environment.
• As a member company was required to maintain all member records information, update database using in-house CMS emailing system, photocopy agenda package, update attendance spreadsheet and print- out eNunciate conference calls. Book travel arrangements and managed staff liaison e-mail to communicate with clients while out of town at seminars and conferences.
• Perform helpdesk assistance and tutored staff on the use of Microsoft Office and Lotus Notes.

Licencing Officer

Alcohol and Gaming Commission

January 1999 - December 2002

Achievements:
• Knowledge and understanding of the various forms, documentation and other requirements in the use of obtaining liquor licence for a restaurant, bar, night club or banquet hall.

Responsibilities:
• Review and analyze license applications/submissions for accuracy, completeness and adherence to the Liquor License Act, Regulations and Board Policies. Access and verify confirmation of companies and businesses with the Ministry of Consumer and Business Services companies' Branch.
• Review and research company database records to determine any current/past history of an applicant/establishment that may have an impact on a Board Member's decision and make appropriate recommendation to the Board.
• Record application data utilizing AS/400 System, conduct searches to retrieve current and historical information; ensure database is updated and maintained. Draft and produce outgoing correspondence required for all stages of the processing of applications for a variety of Liquor Licenses. Verify fees received are correct, consistent with application requirements and forward for reconciliation. Assess timeframe; calculate additional capacity and as requested determine public notification requirements.
• Front desk assistance to clients with inquiries and concerns with respect to their licence application or new licences requirements.

Administrative Supervisor

Grenville Management for Pepsi Cola Canada

January 1995 - January 1998

• Prepare schedules and tasks for staff; coordinated meetings and kept them up to date on procedural changes. Assisted staff in the preparation of invoices for scanning and indexing. Utilized Bell and Howell scanners 6338 and proprietary Indexing software that ran on Windows 3.1 and Novell Clients.
• Assist Manager with interviews when filling contract and full-time positions. Updated manager with daily work status and made recommendation to changes, and performed backup duties during Managers’ vacation and time off.
• Prepare Scanned and Indexed daily incoming invoices from all regional offices of Pepsi Cola Canada, utilizing a Microfiche system.
• Maintain filing system for all archiv45,000ed invoices, manually retrieved invoices, photocopied and mailed to customer.
• Retrieve invoices for A/R staff throughout all Pepsi-cola locations for billing purposes and on request utilizing indexing software also performed back-up duties during receptionist vacation and time off.
• Dealt with customer inquiries and performed maintenance activities for all scanners and equipment if problems arose. Maintained log of system problems for hardware and software failures and escalated problems beyond my control to various vendors.

Accounting Clerk/Receptionist

Booth Fisheries Inc

January 1991 - January 1993

Receptionist/Invoicing Clerk

Associated Rubber Products

January 1989 - January 1990

Licencing Officer, Supervisor, Accounting/Invoicing Cler & Receptionist

Other Organizations

Other Job Titles/Companies:
• Alcohol & Gaming Commission of Ontario – Licencing Officer – Tor, ON (99-03)
• Supervisor – Grenville Management for Pepsi Cola Canada – Miss, ON (95-98)
• Accounting/Invoicing Clerk – Pepsi Cola Canada – Miss, ON (93-95)
• Accounting Clerk/Receptionist – Booth Fisheries Inc. – Miss, ON (91-93)
• Receptionist/Invoicing Clerk – Associated Rubber Products – Miss, ON (89-91)

Qualifications & Certifications

MOUS - Microsoft Office User Specialist

Canadian Business College

Thomas L. Kennedy

Business Administration Diploma

St.Catherines Secretarial and Business College – Trinidad W.I

TL Kennedy High School

MOUS Certificate

Canadian Business College - Scarborough

Diploma

St. Catherines Secretarial & Business College

Online and Other Courses

Online Courses

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