Executive Management

Elaine Hale

Professional Summary

A trusted and discreet executive management partner, with 15+ years of proven corporate experience, I possess the poise, business acumen and polish required to successfully deliver a full range of complex office support services for the most senior level executive office and their team. I am a self-starter, who has a deep understanding of and the experience with board-level activity, executive-level business processes, project management and communications.

Skills

Keen attention to detail with the ability to track and manage multiple projects.

A high level of initiative, integrity, tact, and discretion in dealing with sensitive and confidential matters. Possess a professional work ethic, flexibility and adaptability to change in the work environment, and a high degree of motivation, with a capacity for sustained, quality output.

Demonstrated ability to analyze issues, establish a course of action and adopt a proactive attitude with minimum direction.

Advanced proficiency: MS Office Suite, Presentations, Spreadsheets, Databases, Internet, MS Visio, Diligent Boardbooks & Extensive web-based research skills.

Possess sound research abilities and logical thinking skills in the development of processes, guidelines and standards related to financial and administrative practices.

An extremely polished professional confident in dealing with a variety of levels of seniority.

Work History

10/2014 – Present Sr. Executive Asst., CIO

TD Bank Group (Toronto, ON)

As the executive partner and senior Executive Assistant to the CIO, I play a pivotal role in supporting the CIO along with key members of the leadership team. I am responsible for a number of key responsibilities including:

A high level of executive support ensuring quality service and professionalism at every customer interaction;

Assist in the consolidation of governance related activities for Dodd-Frank and other jurisdictional regulation relating to the same subject matter; supporting the development of comprehensive ongoing activities, ensuring transparency of and visibility over issues with enterprise impact;

Responsible for the coordination pertaining to cross-business segment and cross-infrastructure activities, as required;

Coordinating with Legal and Compliance DF&DRR leads;

Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (ie. reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.);

Manage all communications and correspondence (phone, voicemail, email, mail), responding where appropriate, bringing action items forward while ensuring all interactions are handled professionally;

Manage meeting schedules, teleconferences, and meeting management including: (facilities, pre-mail, equipment, transportation and accommodations (domestic/international);

Responsible for all travel arrangements (domestic/international) and expense reimbursement;

Ad-hoc Projects on an as needed basis.

05/2014 – 09/2014 Sr. Executive Asst., Corporate Segment Technology Solutions (CSTS)

TD Bank (Toronto, ON)

As the senior EA to three executives, I delivered a broad range of professional level support services including:

Data collection and tracking, online research, scheduled and organized a high volume of complex meetings, heavy calendar and data management;

Prioritized and managed heavy workflow while ensuring quality and efficiency (adjusting to changing work priorities)

Managed changing expectations/concerns utilizing strong communication skills (verbal and written) as well as negotiation skills;

Kept teams apprised of current status/progress for all projects, and all relevant or useful information related to day-to-day business activities while continuously developing my knowledge, understanding and skill base as related to the area of business.

Work History continued…

12/2012 – 02/2014 Sr. Executive Asst. to Global CEO, Bentall Kennedy (Toronto, ON)

As the Chief EA at Bentall Kennedy, I was responsible for delivering a broad scope of complex administrative support activities for the Global CEO, Chief Legal Council (for board-related activities), as well as the VP, Human Resources where required.

Served as the primary liaison and Ambassador between the CEO’s office, the Board of Directors and his direct reports;

Responsible for the coordination and production of communications materials for all internal and external initiatives. Worked closely with senior management in the development of various communications materials, proposals, and presentations materials;

Vetted and managed all incoming phone calls, emails, written correspondence and voicemails. Including extensive holiday card mailings (personal and business); database management;

Coordinated and assisted in the research and preparation of of various highly sensitive, complex and confidential Board-level documents, various legal contracts, detailed budgets and financial activities, Partner reviews and remuneration;

Managed a complex calendar including professional, personal and board-related activities, meetings, conferences across multiple time zones;

Maintained accurate, up to date comprehensive and confidential filing and records (electronic & hard copy).

Managed business and personal expenses and travel related activities including VISAs, loyalty programs, flights, hotels, ground transportation, restaurants etc.

Coordinated all conference registration, speaking engagements, membership updates, etc.;

Managed all other personal and professional activities including: the preparation and submission of all business invoices, bill payments and monitoring bank accounts; managing the full process for expense reimbursement for corporate, personal and board-related activities; managed all benefits, insurance and payroll activities; interfacing with and in-depth knowledge of all corporate and personal accountants, lawyers and senior-level vendors; Supervised the administrative assistant supporting the CEOs office.

CONTRACTS – Toronto, ON

09/2010 – 09/2012 Board & Executive Coordinator, Schizophrenia Society of Ontario

Board Co-ordinator, Workers Health & Safety Centre

Senior EA to Chief Information & Operating Officer, Foresters

Senior EA to CFO, COO & CCO, RP Investment Advisors

Senior EA & Office Manager, GM, Astral Radio

09/2006 – 09/2010 Sr. Executive Asst., president, Canada, Cisco Systems Canada (Toronto, ON)

Supporting the Canadian President of a fast-paced, dynamic, multi-billion-dollar Technology Company, I managed a wide-range of complex administrative and executive support-related tasks while working independently. A strong “right-hand extension” of the President’s office, I worked in a high-pressured, deadline-driven role. Consistently demonstrated the ability to grasp the big picture, understand the operational implications and communicated them to others. I was known as a committed, pro-active, resourceful and well-organized, team player.

Acted as the primary contact for all stakeholders (internally and externally) looking for access to or insights from the President;

Significantly involved in the preparation of letters, memos, speeches, meeting agendas, reports and slide presentations;

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 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: speaking engagements (keynotes, speeches), film shoots, internal e-newsletters, video-blogs, executive announcements -- creation of briefing materials etc. Worked closely with several key areas of the organization to define critical path, 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 -- opening communication channels, building strong business relationships and coordinating complex meetings, travel and itineraries;

Managed the logistics for detailed and complex multi-day senior-leadership meetings and retreats both on and off-site; Including recording and minute-taking;

Organized and managed complex global business and personal travel arrangements. Provided detailed itineraries and compiled executive briefing documents for travel-related meetings.

01/2001 – 01/2006 Sr. Executive Asst. to Chair & Office of the CSAs AND VP, HR & Corporate communications, Affinium Pharmaceuticals (Toronto, ON)

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.

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 shareholders. Prepared meeting agendas and carefully monitored all action items;

Reviewed, proofread and assisted with any business materials, including documents, reports, memos, briefings, presentations, forms and other items ensuring accuracy and completeness;

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;

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

01/1997 – 01/2001 Nortel Networks (Toronto, ON)

Human Resources recruitment Prime, University Relations (promotion)

Sr. Executive Administrator, University Relations

Program Manager, Event Marketing & Communications

EDUCATION

Office Administration

Georgian College, Ontario Canada

PROFESSIONAL DEVELOPMENT

Teaching & Training Adults

Selling With Service

Communications: Stenography

Internet - Intermediate & Advanced

Webpage Design (Introduction & Intermediate)

Simply Accounting

Coaching for Success I & II

Managing Performance

Targeted Selection Interviewing

Strategic Planning

Problem Analysis & Decision Making

Managing Employees for Peak Performance

TECHNICAL EXPERTISE

Word Processing

MS Word for Mac 2011

MS Word 2003, 2007, 2010

WordPerfect Office (Corel)

Spreadsheets

MS Excel for Mac 2011

MS Excel 2003, 2007, 2010

Graphics / Desktop / Publishing

PowerPoint for Mac 2011

PowerPoint 2003, 2007, 2010

Calendar Management

MS Outlook 2003, 2007, 2010

Mac Calendar

IBM Notes (Formerly Lotus Notes)

Web Conferencing/Online Meeting Management

Webex

Go ToMeeting

Cisco TelePresence

Other

MS Visio 2010, 2013

MS Project 2010, 2013

Diligent Boards

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