Natalie Caplan Email & Phone Number

Tampa, Florida, United States

-Assist in planning and coordination of travel arrangements-Organize and assist internal meetings and events.-Coordinate catering, conference room space, invitations, and other event planning activities.-Track all listings, signs and ensure follow-ups and payments with vendors.-Order pantry, office supplies, catering and office furniture as required. Ensuring payment with vendors. -Maintain and update of office credit card expenses in Workday.

-Plans to move from Canada to the United States postponed due to the Covid-19 pandemic and travel restrictions.- Renewed plans to move from Canada to the United States.- Performed various remote contract work in administration.

Montreal, Quebec, Canada

Agenda management, organization and logistics of meetings for the Director of Administration.Administration and follow-up of files for the Director of Administration (meetings of the management committee, contributions of corporate cards, expense claims, travel management, and updating of weekly roadmap spreadsheet for the department)Writing and editing of letters, and presentations.Tracking, managing, and sending contracts to AMF suppliers (following the contract signing process, tracking orders, updating the follow-up table, letters, and emails to suppliers) Filing of department files (paper and electronic)

Montreal, Quebec, Canada

Planning, management of internal and external meetings including the organization of annual planning events and training. Administration of phone calls, emails (answering them on behalf of the Executive Vice-President when possible). Make reservations for travel, hotels, restaurants, catering. Submit the Executive Vice-President's monthly expense accounts and follow up on approvals of the Executive Vice President's team's expense accounts). Preparation of various documents: e-mails, memos, correspondence, spreadsheet, contract, submission, follow-up and reminders of various files and projects in progress, with the Executive Vice-President.Reception, control, coding for preparation and approval of all invoices within the Executive Vice-President department (ensure compliance for payment with the accounting department (supporting documents, submission or agreement attached to invoices, and invoice coding) .Participation, organization, and coordination of two internal committees (Management Committee and the Operations Committee). Preparation of agenda, minutes, and action items with follow up on these items with participants.Follow-up, reception, preparation, and transmission of any documents received on behalf of the Executive Vice-President for his participation at all external meetings and committees in the Insurance sector (BAC Quebec, GAA, RCCAQ).Extract financial reports of Northbridge, Quebec region in Niap as well as extracting various sales performance reports on Northbridge brokers in Sales Logics, CRM.Ensure and update an electronic and paper filing system for Executive Vice-President.

Montreal, Quebec, Canada

Calendar management, phone calls, travel bookings and expense accounts. Preparation of various documents: e-mails, memos, correspondence, spreadsheets, contracts, and submissions.Update contacts in Microsoft CRM.Receive all invoices and ensure that everything is compliant for payment from the accounting department (supporting documents, submission or agreement attached to invoices, coding of invoices) Coordination, logistics and follow-up on several events, training, conferences. Agreements and liaison with suppliers (travel agency, hotels, caterers, audio-visual, restaurants)Coordination, logistics and follow-up with advertising agencies for the company’s advertising. Reception of quotes, and invoices, ensuring compliance with agreements before submitting to the accounting department for payment.

Montreal, Quebec, Canada

Calendar and telephone management for the Director. Answering general requests of the department.Preparation and translation of various documents: memo, correspondence, spreadsheet, schedule, contract, submission, meeting minutes.Update supplier, sponsorship and other contacts in Outlook, Access, and REP.Prepare purchase orders and ensure follow-up with the accounting department.Coordination, follow-up and monitoring of various projects with suppliers (printers, and promotional products).Coordination, follow-up and monitoring of various projects with sponsors (accreditation, payment, preparation and follow-up on contracts and contract agreements with sponsors).Coordination and follow-up within the department on behalf of the sponsors and suppliers for their ticket reservations with the tickets department (opening and closing ceremonies).Internal training when required of the registration/accreditation system (sponsors and suppliers).

Montreal, Quebec, Canada

Managing the Director's agenda and phone calls. Preparation of various documents: memo, correspondence, and spreadsheets.Update contacts (tenants, suppliers, and contractors) in Outlook.Preparation of purchase orders and service vouchers for the three buildings managed by Polaris. Maintain follow-ups with the accounting department.Reception coding, follow-up, and compliance (provide supporting documents) of supplier invoices and submit for processing to the accounting department.Input, updating and exaction of certain computer tenant service requests. Extraction and tenant listing reports upon requests from the Director.

Montreal, Quebec, Canada

Update and follow-up of Director of Sales agenda.Planning, and coordination of internal and external meetings.Preparation of various documents: memo, letters, agenda, reports, and meeting minutes. Extraction, updating and monitoring various sales statistics, performance, and budget.Planning and executing of various mail merges by e-mail and mail.Assist the Director of Sales with the coordination and administration of special events such as: The 15th Anniversary of Communications Voir Inc., training events for the sales representatives.

Montreal, Quebec, Canada

Management and data entry of all conference files (registration of participants, exhibitors, and sponsors). Preparation and management of various documents (agenda, travel, budgets, contracts, press releases, schedules, roadmaps, and correspondence). Administration of all accounts payable, accounts receivable, bank deposits, billing, GST, and PST reporting in collaboration with the accountant. Follow-up and coordination with different service providers (caterers, audio-visual, meeting venues, and hotels)Management, administration, and attendance at all events organized by Sorelcomm either at the Montreal Convention Center and/or at the various hotels in Montreal.

Aec (College Attestation Certificate), Tourism Event Organization, Planning And Management

Asp (Diploma Of Professional Specialization In Legal Secretarial Studies), Legal Secretarial Studies

Dep (Diploma Of Professional Secretarial Studies), Professional Secretarial Studies