Executive Secretary / Office Administration

Jennifer H. Jordan R: 905.575.2910

Jennifer H. Jordan

26-3 Elizabeth Court, Oakville, ON L7B 7H0

W: x5555 Email: R: 905-575-2910

EXECUTIVE SECRETARY / OFFICE ADMINISTRATION

§  Attentive to detail, able to quickly prioritize and motivate administrative teams to meet deadlines while being a well-respected leader.

§  Oversee administrative staff to ensure excellent customer service and efficient workflow.

§  Establish effective internal communications methods with a high degree of excellence.

§  Well-developed interpersonal skills ensuring effective dealings with diverse internal and external customers.

§  Handle confidential and sensitive material with discretion and professionalism.

Computer Skills: Microsoft Word, Microsoft Outlook, Microsoft Excel, and Microsoft PowerPoint versions XP, ME, Vista, 2008 & 7; Oracle, Joomla Content Management System 7, and Adobe Photoshop CS5 & Acrobat. Adapt and continually learn advanced computer technologies.

CAREER HISTORY

McMaster University, Hamilton, ON 2006 – Present

Secretary to the Director, Brockhouse Institute for Materials Research (BIMR)

▪  Coordinate a variety of administrative and secretarial duties in support of the BIMR and Director which are multi-faceted and complex in nature using considerable judgment, tact, creativity , and initiative

▪  Act as the first point of contact with a pivotal role as liaison between executives, managers, and visitors (over 500 visitors yearly)

▪  Assess, prioritize and coordinate the director’s schedule by reviewing requests, scheduling appointments and meetings with the maintenance of a daily appointment calendar

▪  Independently handle inquiries and requests and resolve problems requiring in-depth knowledge of the area and general knowledge of the University, policies, and procedures

▪  Efficiently plan, organize and ensure smooth presentation of the weekly BIMR seminar series and a number of Workshops and Conferences, as well as committees and meetings

▪  Create print ready posters, flyers and advertisement for seminars, workshops and conferences for submission to print services for distribution via website, mailings, bulletin boards etc., all in promotion of the Institute

▪  Manage petty cash, the key systems for the Institute; photocopy and fax billings

McMaster University, Hamilton ON 1999 – 2006

Administrative Assistant, General Science Department

§  Greeted students, screened, and directed calls to 48 in-house faculty and staff extensions

§  Booked appointments for students through programs in the science department and scheduled faculty meetings

§  Recorded and distributed department meeting minutes and to all managers

§  Managed schedule for faculty offices and meeting rooms using email and Intranet

McMaster University, Hamilton, ON 1996 – 1999

Student Services Receptionist, Residence Life

§  Front line reception for incoming calls regarding student life services

§  Greeted students, informed them of campus buildings and student life events and activities

§  Directed students to various areas on campus

§  Responded to student issues providing effective problem resolution and if required referred to other internal resources

EDUCATION

Mohawk College, Hamilton, ON 1994 - 1996

Office Administration Diploma

McMaster University, Hamilton, ON 1990 - 1994

Bachelor of Science (Honours Degree in Chemistry)

PROFESSIONAL DEVELOPMENT

McMaster University Centre for Continuing Education, Hamilton, ON

Completed the following workshops (2008 – 2010)

▪  Microsoft Office 2010 (Excel, Word, PowerPoint)

▪  Effective Delegation: Getting Things Done Right the First Time

▪  Dealing with Difficult People

▪  Maximizing Personal Productivity: Make a Difference Every Day

▪  Time Management

▪  Customer Service Excellence: Delivering Reliability & Responsiveness

COMMUNITY ACTIVITIES

McMaster University, Hamilton, ON 2006 – 2010

Committee Member, Inspiring From Within

§  Collaborated with committee members in planning, organizing and facilitating of an annual employee conference

§  Assisted in developing the conference theme, booking a conference venue, booking catering, finalizing speakers and agenda; solicited sponsors for door prizes and conference participant take-a-ways; helped with conference setup

2