Zion Smith Email & Phone Number

Head Office

Providing clerical support to the Executive Director, Head of People Operations (HR & Admin) and Director of Business Development and Community Engagement.Extensive calendar and email management. Schedule and coordinate meetings; arranging catering, drafting | preparing meeting materials such as agendas, minutes, and presentations. Construct and draft written and financial expense reports, presentations (templates included). Delegate action items as instructed by the ED to project managers and executives set forth by the board following up on said tasks throughout the process of completion. Liaise between external business clients and internal departmental representatives, including the Board of Directors and the ED. Attend and arrange for both the ED’s and Director of Business Development’s attendance at networking conventions and events. Active member of the organizations events committee. Tasks include event planning and coordination, budget planning and providing advert material for the marketing team. Assist the People Operations Manager with drafting and formatting legal documents, company policies, manuals, and job descriptions. Assist HR with onboarding and training of new employees and interns; strictly adhering to office policies and procedures, especially regarding confidentiality. Provide support with data collection and evidence-based research for projects both current and prospective, drafting business proposals, and financial reports. Proactively presented business prospects | development strategies from research and investigative information and arranged for introductions between senior management and relevant personnel when necessary.

Toronto, Ontario, Canada

Provided administrative support to the Vice President of Information Technology (IT) and five of his Senior Managers. Managed their complex calendars and screened their emails. Coordinated and scheduled all business meetings both with external and internal clients. Organized domestic and, on occasion, international travel, which included, hotel and car service/rentals. Maintained the database and all sensitive documents including invoices, financial documents, and vendor contracts using a company software developed by the VP of IT. Ensured all confidential IT documents, purchase orders and vendor contracts were signed by the VP and Senior Management and renewal dates were adhered to. Completed expense reports for the VP and Senior Management and submitted them to finance for approval and payment. Prepared and edited all correspondence, reports, meeting agendas, minutes, templates, presentations, spread sheets and charts. Acted as a liaison between Senior Management, external clients, and the VP of IT. Triaged sensitive issues that required immediate attention and channeled to the appropriate person. Assisted the Events Committee with organizing and planning company events.

Toronto, Canada Area

Primarily worked under the Director of Operations supporting the President & CEO, Vice President and one Partner. Provided extensive calendar and email management and arranged | attended business meetings. Screened and transferred incoming calls, prepared, and processed all incoming and outgoing mail and managed the company’s general email accounts with integrity and the utmost in customer care when resolving issues. Drafted, agendas, minutes for meetings and disseminated them amongst the appropriate personnel. Coordinated travel and event itineraries. Created | managed company databases and filing systems for confidential documents | information regularly both manually and electronically. Liaised between company field staff, partnering | contracted retirement residences and long-term care facilities, Internal operations and recruitment consultant, and Arvan’s Senior Management team. Processed and submitted invoices, payments, receipts and crucial documentation for private non-insured, 3rd party insured, WSIB, and Motor Vehicle accident case victims for LTC residences and Kingsway Physio clinics patients. Process and submitted Ministry of Health/Long Term Care Service billing claims for the Kingsway clinics within ABEL Med software on a weekly basis. Assisted with payroll preparation to be submitted through direct deposit. Provided general accounting duties including A/R and A/P, client invoices, printing and writing cheques using QuickBooks (desktop and online), and general bookkeeping.

Diploma Of Education, Business

Courses Completed Include: Human Resources Management Organizational Behavior Financial and Managerial Accounting Math of Finance.

Diploma, Medical Office Management/Administration