Administrative Assistant Project Manager

SUZETTE P. WEEKES

*-*** ********* ****. ****** ON K1L 6R4

613-***-**** ********@*******.***

Security Clearance – Reliability Status / Enhanced

QUALIFICATION SUMMARY:

Self-motivated and driven individual; with a broad experience in the area of administration and

event planning, reinforced by strong interpersonal skills. Deadline-oriented individual with

human relations and communications skills, who is adept at working independently, responding to

multiple changing demands, attention to details and commitment to excellence.

Core competencies include:

Articulate, personable, and persuasive written and spoken communicator

Demonstrated to provide comprehensive support for executive-level staff, excel at

appointment scheduling; meeting coordination; effective time management skills,

planning, prioritizing tasks and strong organizational skills

Ability to multi-task in a fast paced environment, and to provide quality results, answer

high volume phone calls, excellent online marketing/social media skills

Results-oriented, self-motivated team contributor with a proven ability to work

independently and as a cooperative team member, flexible and versatile; able to maintain

a sense of humour under pressure, eager to learn quickly and willing to accept new

challenges

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Ms Publisher)

Windows 98 & XP, Corel Draw, Office electronic machines, word press (Blog Site) and

social media (Face Book Fan Pages, Google + and Twitter), Mail chimp, Survey

Monkey, and Adobe Contribute.

PROFESSIONAL EXPERIENCE:

Project Manager - Black History Ottawa: Current – 2014-Present

Support the efforts of my team members and manager in the coordination of

human resources projects and initiatives for the project

Responsible for strategic communications and program development. (Organizing

workshops, identified and recruited flagship sponsors and partners, key-note speakers,

presenters, event volunteers, desktop publishing (designed flyers/invitations)

Responsible for promotion and marketing planning, media and public-relations support,

on-site logistical administration, registration management, prepare mass email design for

distribution via mail chimp, web marketing via social media (Face Book, Twitter and

Google +), composing emails to promote the workshops and post-analysis reports

Assist with strategic outreach and partnership development, create portable tools, such as

activities log books, and registration signup sheets

Responsible for tactical promotional products for dissemination to public and private

sector clients

Coordinating and managing daily appointment and meeting schedules; assist in the

handling of logistical arrangements for meetings, - taking event meetings

Draft, revise, edit and prepare analysis, briefings and reports, responses, and

correspondences for management

Compiled Event Evaluation Questions for participants

SUZETTE P. WEEKES

6-401 Millcraft Cres. Ottawa ON K1L 6R4

613-***-**** ********@*******.***

Security Clearance – Reliability Status / Enhanced

Special Event Assistant - Citizen Advocacy, Ottawa November 2013 – May 2014

Prepared tactical promotional products for dissemination to public and private sector

clients.

Assisted with promotion and marketing via social media

Provided desktop publishing

Assisted with drafting and editing mailings and email blasts that focus on donation

requests, donor Thank You and event invites; solicits in-kind and cash donations for

fundraising events through mailings/ cold-calling or online

Developed media placement strategies in support of a wide variety of events - including

promotions, image advertising and ongoing campaigns.

Compiled slides for presentations for workshops

Prepared mass email design for distribution via mail chimp; post event survey via survey

monkey

Coordinating and managing daily appointment and meeting schedules; assist in the

handling of logistical arrangements for meetings, take meeting minutes at Staff meetings

Assisted with in-house printing, special mailings and email management; composing

emails to promote workshops/events; creation flyers

Assisted to draft various documents such as memos, reports and letters on topics such as

donations, thank you; updating and editing related forms and letters, mailing

information regarding program membership renewal

Provided reception support and photocopy documents

Program Development Officer: Jaku Konbit – May 2013 – November 2013

Demonstrated sound business judgment, decisiveness, well-developed planning,

analytical and communications skills

Provide HR services to internal clients in person, by telephone or in writing

Prepared monthly budget, identify gaps in financial, administration, activities

management tools, research and develop new tools, create communications

module for media, assist with strategic outreach and partnership development,

create portable tools, such as activities log books, signup sheets and assist with

hiring of staff and trained and coached employees and volunteers through Performance

Planning and Assessment tools and scheduled work hours

Responsible for drafting policy manual and procedures and Production of a model program

manual

Responsible for media outreach, promotion and marketing planning. Media and public-

relations support and budget preparation

Implemented financial tracking and reporting systems

Provided desktop publishing and webpage/blog design; creation of newsletter/e-

newsletter; flyers, pamphlets and business cards

Assisted with drafting and editing documents

Enhanced communication through quarterly staff meetings and bi-monthly management

meetings

SUZETTE P. WEEKES

6-401 Millcraft Cres. Ottawa ON K1L 6R4

613-***-**** ********@*******.***

Security Clearance – Reliability Status / Enhanced

Coordinating and managing daily appointment and meeting schedules; assist in the

handling of logistical arrangements for meetings, take meeting minutes at Staff and some

event meetings

Identified and recruited flagship sponsors and partners, key-note speakers, presenters and

event volunteers for workshops

Responsible for scribing various documents such as memos, reports and letters; updated

and edited related forms and letters, and creating presentations for workshops.

Compiled Survey/Evaluation via Survey Monkey and post-analysis reports

Administrative/Event Assistant: OECS High Commission - September 2003 – September 2011

Provided administrative support to department sections and overall office involving word

processing of office correspondences, desktop publishing, receiving telephone calls and

visitors, addressing public inquiries and issues, photocopying and collating of documents

Coordinating and managing daily appointment and meeting schedules; assisted in the

handling of logistical arrangements for meetings, take meeting minutes at Staff and some

event meetings; arranged travel arrangements

Designed and prepared promotional material for events and activities, including bi-

weekly newsletters, banner advertisements, and program handouts

• Organised and scheduled fundraising events

Performed accounting duties involving payroll and invoice processing, preparing

financial reports as required

Established and maintained electronic records management system for passport

and visas documents; used a range of office software, including email,

spreadsheets and databases and managed the filing systems

Event Preparation: Responsible for the logistical preparation for all events - Deliverables

include: Updating and maintaining the events calendar; creating & updating event forms

and event standard document; liaising with inter-office departments; sending invites and

tracking RSVPs

Maintained and updated the organization’s website using wordpress

Estimated supplies needed, ordered supplies and dealt with equipment suppliers

and their representatives

Administrative Assistant: Health & Wellness, City of Ottawa – 2002 - 2003

Coordinated and manage daily appointment and meeting schedules

Assisted in the maintenance of correspondence files; typed various documents such as

memos, reports and letters; photocopied and collated documents.

Maintained electronic records management system; certified sick leave

Opened and sorted incoming mail

Administrative Assistant: University of Ottawa – Epidemiology Dept., Ottawa - 2000 - 2000

• Drafted correspondence and memorandums and carried out administrative activities

such as memos, reports and letters, sorted in-coming mail, updated data-base records

Scheduled and coordinated meetings, interviews, appointments to assist project

manager

SUZETTE P. WEEKES

6-401 Millcraft Cres. Ottawa ON K1L 6R4

613-***-**** ********@*******.***

Security Clearance – Reliability Status / Enhanced

Coordinating and managing daily appointment and meeting schedules; assisted in the

handling of logistical arrangements for meetings, take meeting minutes at Staff meetings.

• Ensured student registrations and various ledgers related to student activities

Administrative Assistant: Aboriginal Tourism – 1999 - 2000

Provided reception support, maintained phone and correspondence log; photocopy

documents; formulated graphs and ran spreadsheet reports.

Assisted in the maintenance of correspondence files; typed various documents such as

memos, reports and letters; photocopied and collated documents; compiled slides for

presentation; responsible for scribing various documents such as memos, reports and

letters; updated and edited related forms and letters, and creating presentations for

workshops.

Provided reception support, maintained phone and correspondence log; photocopied

documents; formulated graphs and ran spreadsheet reports.

Surpassed customer expectations- handled effectively complex issues achieving

win/win outcomes

Data Entry Clerk: CANARIE Inc. 1999 - 1999

Updated client, donor and corporate information in the database; and assist in the

production of information packages sent out to members prior to Committee meetings;

maintained various database networks

COMMUNITY INVOLVEMENT

October 2013: Provided Event assistant to Senator Don Meredith’s Office

2011- Present: Co-Chair African Vivante Fundraiser for CHEO (SEMGroup)

2010 – Present: Coordinator for Martin Luther King Celebrations

2010 -2012: Fundraising: Rotary Club of Orleans

2011-Present: Black Women’s Civic Engagement Network

2009-Present: Volunteer Coordinator for Black History Month

2001-Present: Event Coordinator St. Vincent & the Grenadines Ottawa Assoc.

AWARD

Recipient of Ontario 2013 Volunteer Award

WORKSHOP: Social Media Marketing

EDUCATION

Stratford College Toronto, ON

2011

Business Management Diploma (Honors)

Legal Assistant Diploma (Honours – 2008)

Algonquin College Ottawa, ON

2009

Diploma in Design Print

REFERENCES:

SUZETTE P. WEEKES

6-401 Millcraft Cres. Ottawa ON K1L 6R4

613-***-**** ********@*******.***

Security Clearance – Reliability Status / Enhanced

Brian Tardif

Executive Director

Citizen Advocacy Ottawa

Tel: 613-***-**** Ext. 225

Email: *******@***************.***

Meghan Maack

Special Events and Communications Coordinator

Citizen Advocacy Ottawa

Tel: 613-***-**** Ext. 240

Email: ******@***************.***

Denise Siele

Managing Partner

SEMgroup Strategic Events

Tel: 613-***-****

Email: ******@******.***

Contact this candidate