Senior Executive Assistant

Bentall Kennedy

December 2012 to Actually working here

Senior Executive Assistant, Global CEO

Bentall Kennedy

December 2012 to Actually working here

Provide high-level executive support to the Global CEO. Exposure to highly sensitive information requiring considerable use of discretion, tact, diplomacy, and judgment. Manage administrative workflow and allocation of resources while providing quality assurance and client satisfaction with administrative staff performance. Act as chief liaison, managing all incoming calls, mail and emails, providing informed responses to requests for internal and external clients, partners and board members, while providing reliable and timely resolution to inquiries. Liaise with Board of Trustees and assisting with the preparation of materials for Board meetings. Manage heavy and dynamic calendaring, including scheduling internal and external board meetings and conference calls, preparation of meeting materials and related tasks. Prepare and edit complex PowerPoint presentations and Excel spreadsheets/graphs presentations. Manage comprehensive records management of physical and digital files for business, legal, investment, accounting and personal needs Manage Document execution: ensuring the CEO signs documents, cheques and resolutions in a timely manner Prepare, reconcile and track a high-volume of invoices, expense reports and benefit claims. Manage complex and dynamic business and personal travel (including flights, hotels, ground transport, restaurants etc). Manage the CEO?s personal affairs Assist in ad-hoc reports and special projects as needed often requiring independent discretion and follow up. Supervise administrative Assistant

Board Coordinator (Education & Development) - Contract*

Workers Health & Safety Centre)

June 2012 to September 2012

Provided general board support under the direction of the Executive Director. * Sick leave

Senior Executive Administrator, SVP, Chief Information & Operating Officer

Foresters

June 2011 to April 2012

Managed and developed all administrative policies, procedures and practices pertaining to the Office of the SVP, Chief Information & Operating Officer; Developed and maintained best practices optimizing the workflow through the SVPs office; Facilitated team, client and vendor meetings, updates and communications for the SVP with primary contacts and stakeholders internally and externally; Including recording and minute-taking; Managed monthly, quarterly and yearly CIO Reporting including the consolidation of summaries, in collaboration with the executive contributors, editing, distribution and filing; Managed all projects, reporting and deadlines for the SVPs office including strategy planning exercises, the implementation of Requisite Organization - a unified whole system model for effective managerial leadership. Provided guidance, coaching and performance evaluations for the administrative assistant; Managed all communication strategies, implementation and follow-up including: Coffee Breaks, Quarterly Town Hall meetings, videos, questionnaires, Tri-level meetings, off-sites etc for the SVP; Managed all project-related deadlines to ensure they meet the agreed to deadlines including all correspondence, Board documents, incoming emails, executive reports, legal contracts, expense reports, invoices and budgets.

Senior Executive Administrator, President

Cisco Systems, Canada

September 2006 to September 2010

Primary contact for internal and external stakeholders seeking access to or insights from the President; Managed preparation of letters, memos, speeches, meeting agendas, reports and slide presentations; Handled extensive volume of incoming calls, emails, letters and enquiries Proactively supported the President in their efforts to engage the business and clients in innovative ways (ie. TelePresence, All-Hands meetings, monthly newsletters etc.); Accountable for acquiring, preparing, assembling and the distribution of all meeting support materials such as reports, agendas and slide presentations Accountable for the preparation and monitoring of the budget on a period basis including all invoice payments and expense reimbursement Organized, vetted and coordinated all relevant scheduling, logistics and material for the President including: global, national and regional speaking engagements (keynotes, speeches), film shoots, conferences, events, internal e-newsletters, video-blogs, executive announcements and internal and external. Worked closely with several key areas of the organization to break-down projects, define critical path items, identify issues and recommended resolution for details and execution; Acted as the president?s liaison working closely with the most senior-levels both internally and externally including: the media, film crews, international C-level executives, high-profile individuals, consultants, government offices, boards (ie CCCE, Bloorview Kids Foundation, David Suzuki Foundation etc.), sponsorship opportunities, executive management and their assistants Managed the logistics for detailed and complex multi-day senior-leadership meetings and retreats; Including recording and minute-taking Managed complex global business and personal travel arrangements. Provided detailed itineraries and compiled executive briefing documents for travel-related meetings.

Executive Assistant, Managing Director

Cisco Systems, Canada

September 2006 to April 2008

Promoted. See above

Executive Assistant to the Chairman, Office of Chief Scientific Advisors & VP, HR & Corp. Comm.

Affinium Pharmaceuticals

April 2001 to August 2006

Reporting to the Chairman, my role was accountable for providing a full scope of support to their office including representing them in their absence, the primary contact for those seeking access or information, strategic / complex project management and office management. As an integral part of the office, I had regular and on-going contact with Executive leaders and clients at the CXO level both nationally and globally. Responsible for leading one administrative assistant in the management of the daily office activities including complex, time sensitive calendar management, reporting and a full service of administrative duties; Screened inquiries of shareholders: Coordinated meetings for investor-relations initiatives, managed logistics for speaking engagements and conferences. Coordinated mailings around financial notices and documentation to distributed to shareholders. Prepared meeting agendas and carefully monitored all action items; Managed complex and heavy calendar management and travel itineraries Prepared PowerPoint & Excel presentations Coordinated completion and submission of multiple grant applications and organized and supported internal/external client functions Supported the recruitment/hiring activity for multiple senior executives and directors. Coordinated logistics, scheduled interviews, prepared and distributed CVs, interview briefs/summaries Assisted in the coordination of documents upon hire including immigration, relocation, NDAs etc. Supported the Regulatory Filing activity establishing proper regulatory standards for filing documentation in-house as outlined by Heath Canada Championed a broad-range of administrative and project related activities including: complex research, management of multi-faceted, off-site meetings, coordinated international speaking engagements, facilitated the recruitment, interviewing and relocation of executive management team members, scheduled and managed multiple itineraries and hosted all visitors

Recruitment Prime, University Relations/Student Talent Acquisition

Nortel Networks

December 2000 to April 2001

Recruitment of Technical MBAs & Business Undergrads in Research Triangle Park (RTP) Coordinated logistics for recruitment for recruitment fairs in various locations including RTP Interviewed potential hires that attracted telecommunications workers Supported the recruitment mandates of the Senior Director, University Relations/Student Talent Acquisition who held global responsibilities;

Senior Administrative Assistant, University Relations/Student Talent Acquisition

Nortel Networks

January 1998 to December 2000

Managed a wide variety of administrative functions, supporting Senior Director-level projects and information-management processes. Compiled and analyzed data from monthly reports to facilitate directors? presentations to executive management. Developed internal correspondence that facilitated effective communication and transfer of information between teams. Directed the administrative workflow for the Senior Director, University Relations/Student Talent Acquisition who held global responsibilities; Trained administrative staff in administrative practices and procedures; Assisted with the development and administration of the department budget; including funding requests for sponsorship events throughout North America;

Administrator, Event Marketing & Communications

Nortel Networks (Formerly Bay Networks)

April 1997 to January 1998

Assisted with detailed event planning and logistical support and follow-up for Canadian & US conferences and sponsorship events Assisted with planning, implementing and evaluating communications strategies and plans aligned with the organization?s mission and strategic plan Provided communications support for marketing and sponsorship and fundraising departmental initiatives Coordinated the media relations programs for the team; coordinated media lists, assisted with press releases, backgrounders, fact sheets, articles, key messaging, speeches and speaking points; and coordinated media request Contributed to research, writing, proofreading and producing publications as needed Assisted with the coordination of the intranet web site, relating to its role in dissemination of news in both English and French; publication of promotional materials; coordinated website upgrades and changes Managed email contacts and internal folders and files for the marketing and communications department Coordinate the planning, writing, editing, production and distribution of quarterly e-newsletter Coordinated the on-going media monitoring and reporting to senior staff and internal stakeholders;

Certificate

March 2014 to Currently studying

Career Goals

Senior Executive Assistant to CEO

Industries of interest

Areas of interest

Availability to travel and work outside the city

Yes

Interests and hobbies