Profile

Top-notch assistant with ** years experience managing business relations and special projects at the senior management level in both the federal government and private sectors. Serve as a primary contact for and liaison between management, sales teams, personnel, clients, and vendors. Maintain excellent written and oral communication skills, problem resolution, and a high level of confidentiality. Equally effective sales and financial management and advanced computer knowledge.

Ms. Spezzano is Secret Cleared and bilingual (English and French) with a Bachelor, Social Science, Sociology degree from University of Ottawa and completed Project Management Certification at University of Waterloo (2014).

Professional Experience

Agriculture and Agri-Food Canada August 2015 - present

ISB – Supply and Financial Management Agency contract

Procurement/Project Coordinator Level 2

Project Coordinator (AS-02)

Ottawa, ON

Provide project coordination and administrative support to the Integrated Planning and Portfolio Project Management (IPPPM) Division

Processing invoice and timesheet request

Handle shared inbox: PCA-FIPA Administration and ISB Governance

Coordinate information gathering and documentation in the areas of project contract management, financial management (including financial cost recovery, tracking), project reporting, etc.

Assist in the formatting and/or verifying briefing materials, reports and/or documents

Coordinate project-related input and response to requests for information

Coordinate meetings, status reporting and status reviews as required

Agriculture and Agri-Food Canada July 2014 – August 2015

ISB – PeopleSoft HRMS Agency contract

PeopleSoft Tier 2 Technical Support / Analyst

Project Coordinator (AS-02)

Ottawa, ON

Provide PeopleSoft 8.9 support to all AAFC and Client Partners (DFO, PHAC, HC, CFIA, etc) in support of IT Centre TI service desk’s mandate.

Act as the first point of contact for all PeopleSoft 8.9 related issues and service requests, by attempting to resolve problems (i.e. leave transactions, ePay cards, user profile, merging empl id, deleting empl id, updating data, etc.) and re-directing incidents to appropriate team member or to Tier 2 support.

Troubleshoots and resolves Tier 1 PeopleSoft problems through client relations and collaboration with technical support groups and escalates difficult problems to management or Tier 2 analysts

Processes and supports PeopleSoft and other types of service requests

Helps clients over the telephone or by email by using service desk best practices

Supports service desk management and a team of IM/IT resources

Manage client incidents/issues regarding PeopleSoft by using Axios assyst tracking tool

Maintains and updates relevant project information in manual and electronic files; project information might include project activity, status reports, correspondence, team manual, etc.

Uses computer tools, aids and knowledge base articles to perform work

Communicates with management, Tier 2 analysts, technical users and end users on administrative matter related to the PeopleSoft

Using the Microsoft office suite (i.e. Outlook, Word, PowerPoint and Excel)

Agriculture and Agri-Food Canada October 2011 – June 2014

IT Client Service Agency contract

Executive Assistant/Project Coordinator and Administrator (AS-02)

Ottawa, ON

Assisted with administrative functions of project-related subjects which include planning, tracking and documentation of one or several projects along with preparation of materials/presentations involving briefing notes, PowerPoint presentations, MS Project layout, project charter, business case, etc.;

Trained employees on the use of PIN printing (private printing) for the Printer Reduction Initiative for the Department;

Tracked data for the Printer Reduction Initiative as well as providing information to Branch Representatives on floor plans for the printers;

Coordinated of translation requests and arranging services as required for publishing within and outside the Department on behalf of the Director General, Director and Chiefs;

Effectively managed the DG's agenda and prioritizing workload, for example multiple projects or assignments with conflicting deadlines and ongoing responsibilities, as well as attention to detail and the proper handling of classified information;

Engaged and met with other organizations or Federal Government Departments as required;

Maintained and updated relevant information in manual and/or electronic files; including financial reports, contracts, schedules, status reports, correspondence, etc.;

Acted as the first point of contact for a designated Manager, as required by accepting incoming calls, logging calls, attempting to resolve simple problems, and redirecting incoming calls to the appropriate team member in accordance with their particular role within the team.

Communicated with staff and clients on any new updates for the merger between departmental and agency;

Organized conference calls and scheduled daily meetings, accepted meeting requests on behalf of Director, maintained and assisted Director General’s and Director’s scheduler and tracked incoming emails;

Maintained monthly budget information and submitted Journal Voucher, Authorization Requests, etc. as required for budgetary approval.

Coordinated business and hospitality travel arrangements in accordance with the Treasury Board Secretariat’s Policies; including coordination of accommodations, itineraries and completion of travel claims;

Used computer tools, aids, system control languages in PCs to perform work; Assisted in the maintenance of documentation and application/system libraries;

Public Health Agency of Canada June 2011 – October 2011

Environmental Management and Sustainable Development Casual Employee

Executive Assistant/Administrative Officer (AS-02)

Ottawa, ON

Knowledge of Treasury Board of Public Health Agency Guidelines, and Financial Administration Act

Experienced in working with MVR Financial Reporting, MRS, SAP, etc,

Participated in a Forecasting Budget, Funded and Unfunded activities, Commitments and Anticipated expenditures, among others

Experienced with processing Long Form Contracts through Contract & Requisition Process System (CRRS) and SAP

Experience managing Management Variance Financial Report on a monthly basis, MRS, CO/FM Plan - Budget Reconciliation, SAP, Fiscal Year Ending Operations, Issuing Salary Management Report and spreadsheet, Budget transfers between divisions or from our division to the executive office, updating the division organizational chart, processing specimen signature cards, salary actual and plan forecast, keeping track of the invoices and documents send to Finances, PDP/PLP, managing and supervising travel related to meetings and events, etc.

Extensive experience managing, filing and processing Long Form Contracts over $10K (ILA, MOA, MOU, Call Ups) through Contract & Requisition Process System (CRRS) and SAP, SAR and SOMC, Assets & Material Management Guiding Principles, policies, directives, standards, procedures and best practices in accordance with Government of Canada policies and direction. Additionally, preparing correspondence documents using MECS system.

Managed paperwork and documentation support for any hiring process, deployment, casual, acting assignment or extension, appointment from a pool, assignment, bridging mechanism, etc.

Great skill with Excel, Microsoft word, planned and scheduled electronic calendar for managers, experience in Lotus notes and electronic email, staffing database, among others.

Transport Canada Aug. 2009 – June 2011

General Aviation Branch Term Employee

Project Officer (AS-01)

Ottawa, ON

Managed various projects within the Recreational Aviation/Standards Branch whereby she worked as a Project Administrator. Relevant tasks included gathering and disseminating data, developing project reports, responding to media and public inquiries and preparing information for the group.

Prepared and assisted with project activities – coordination of multi-faceted projects

Gathered, analyzed and entered data into various types of databases

Planned and organized divisional meetings with Regional and Headquarters office

Created preliminary files such as agendas, decision records, etc.

Updated divisional website with pertinent information for both internet and intranet

Responded to public inquiries in various ways, such as telephone, media relations, e-mail or in person, relating to aviation matters

Travel arrangements for the Chief in both the national and international travel. Booked and

calculated travel costs for Manager and several staff

Input, extracted and compiled information using database applications and spreadsheets

Reviewed data and documentation, assisted with financial reports and monitored reporting

Provided information to internal and external clients/other governmental departments concerning

legislation, procedures and the directive of the department

Contacted and worked collaboratively with external stakeholders and governmental officials at

various levels

Designed and developed documents for Transport Canada and the public

Prepared responses for media and public

Organized meetings and conferences at headquarters and offsite

Supervised consultants and contractors within the branch

Assisted the Manager with information pertinent to the current and future status of the branch

Researched and compiled information through various sources such as the intranet and/or internet

relevant to projects

Transport Canada July 2008 – Aug. 2009

General Aviation Branch Term Employee

Executive Assistant (AS-01)

Ottawa, ON

As an Executive Assistant to the Director, maintained the area of the General Aviation Branch.

Tasks included dealing with email, handled messages for the Director, typed memos and correspondences, sent mail electronically through CCM Mercury and regular routed mail through the Transport Branch, briefing notes, scheduled and canceled meetings, and maintained an organized structured environment.

Distributed and handled of mail for the Director and staff

Typed up memos, filed correspondence records both in electronic and paper format.

Prepared, responded, and routed correspondences through CCM Mercury and recorded in RDIMS

Forwarded pertinent information to the Director for signature/information

Maintained and updated Director's meetings and calendar

Attended weekly meetings for Record of Decision between Director and Chiefs

Informed Chiefs of any important notices and information that they should be aware of

Greeted and escorted visitors

Drafted, revised and sent out the Record of Decision and Agenda to Director, Chiefs and other

assigned staff who are required for the meeting

Arranged and set up meeting room equipped with required essentials such as screen, projector, and other pertinent tools

Informed appropriate staff of the Director's absence in the branch and who is the acting director in his place

Arranged Travel Itinerary and Travel Expenses for Director, both internationally and nationally

Maintained a level of professionalism

Secured documents

Transport Canada Feb. 2008 – July 2008

Bridge Infrastructure Temporary Agency

Administrative Assistant (AS-01) (Maxsys)

Ottawa, Ontario

Continued to further administration skills within Transport Canada where she supported two Directors with their daily agendas and travel. Daily responsibilities included handling correspondences, accepting meeting requests on the Directors’ behalf, informing Acting Director of the required meeting to attend in the Director’s absence, informing staff of the Director’s absence, maintaining a bring forward system, handling bilingual incoming calls, filing, sorting of mail, booking boardrooms, and maintaining a professional manner.

Coordinated administrative activities for senior management

Coordinated agendas for both Directors and senior management

Tracked documents in CCM Mercury

Managed files in a timely flow that includes large volume of sensitive and diverse documentation.

Performed travel arrangements and processing travel claims.

Used software applications that include MS Word, Excel, MS Outlook, and PowerPoint

Formatted and proofread various documents, reports, and materials for both Directors (drafting of

information material, record of decisions, decks in MS PowerPoint, correspondences, etc).

The maintenance of a bring-forward system to various members of the branch

Worked overtime when required and flexibility to adapt to change.

Transport Canada May 2007 – Feb. 2008

General Aviation Branch Temporary Agency

Executive Assistant (AS-01) (Maxsys)

Ottawa, ON

Maintained the area of the General Aviation Branch where she worked as an Executive Assistant to the Director. Tasks included emails, handling messages for the Director, typing memos and correspondences, sending mail electronically through CCM Mercury and regular routed mail through the Transport Branch, briefing notes, scheduling and cancellation of meetings, and maintaining an organized structured environment.

Distributed and handled of mail for the Director and staff

Typed up memos for the Director

Prepared and routed correspondences through CCM Mercury and recording in RDIMS

Maintained Director's meetings and calendar

Attended weekly meetings for Record of Decision between Director and Chiefs

Informed Chiefs of any important notices and information that they should be aware of

Greeted and escorted visitors

Revised and sent out the Record of Decision and Agenda to Director, Chiefs and other

assigned staff who are required for the meeting

Arranged and set up meeting room equipped with required essentials such as screen, projector,

chairs and other pertinent tools

Informed appropriate staff of the Director's absence in the branch and who is the acting director in

his place

Arranged Travel Itinerary and Travel Expenses for Director, both internationally and

Nationally as well Hospitality expenses

INAC Mar. 2007 – Mar. 2007

(Indian and Northern Affairs Canada) Temporary Agency

Project Administrator (PM-01) (Robertson & Co.)

Gatineau, Quebec

Worked in the area of Project Management Office where she handled administrative duties for the PMO Manager and the Administrative Assistant. Duties included analyzing/converting administrative documentation, performed secretarial duties, provided clerical support, ensured staff was prepared for scheduled meetings, maintained and managed scheduled calendar. Used WordPerfect and other Corel software for daily activities.

Reviewed and analyzed administrative documentation for projects

Scheduled/Rescheduled meetings for Project Manager and Team

Wrote minutes for weekly team meetings and placing them as action items to be followed through for the group members

Converted, created, and maintained documents up-to-date for the Project Management group

Sent out email to inform employees of meetings

Ensured staff is prepared for meetings – Weekly Team Agenda, boardroom, etc.

Forwarded certain information to the translation centre in order to then be published on the company website

TD Waterhouse Nov. 2006 – Feb. 2007

Stock Quote Representative Call-Centre Contract

Ottawa, ON (Robertson & Co.)

Responded to customer inquiries in regards to stocks and options. Focus was on providing accurate information, handled incoming calls, and transferred to the appropriate department in a call centre environment in an efficient and reliable manner.

Provided daily stock figures to TD clients

Provided administrative support to the TD call center branch

Responded to inquiries with which the customer has about TD stocks

Informed clients of the best rates possible for their investment. Examples include GIC’s, RSP’s, Mutual Funds, Fixed Income, etc.

Gathered updates on stock amounts and changes that were made on the stock market

Verified client information via their account

Understood clients needs and responded efficiently

Kept others in the immediate team informed and up-to-date with relevant day to day activities

Ability to work independently with minimal supervision

Richcraft Homes Ltd. Apr. 2006 – Nov. 2006

Marketing Secretary Mat. Replacement

Ottawa, ON

Worked among the Marketing Team to process agreements and provide support to Chief Operating Manager and Assistant.

Entered, processed, and approved Agreements of Purchase and Sale in Lotus Approach

Formatted and created weekly end and monthly end budget reports for managers and CEO

Assisted COM with daily operations such as reports, booking of meetings, etc.

Photocopied, collated, and distributed agreements, waivers, amendments, and mutual releases

Liaised with Sales Representatives on their performance and weekly traffic reports

Performed basic accounting procedures: weekly cash receipts and daily deposits using Lotus

Approach

Calculated Co-Broke commissions

Emailed, Faxed, filed, and photocopied documents

Received and handled messages for COM

Covered reception

Provided client’s solicitor information to company’s lawyer

Gathered and delivered condominium keys to Richcraft’s lawyer upon closing of client’s agreement

Canadian Bank Note Company Ltd. Oct. 2001 – July 2006

Administrative Assistant/Receptionist Part-Time Permanent

Nepean, ON

Held the position as an Administrative Assistant/Receptionist with increased responsibility for this leading information technology and lottery system provider with major clients throughout the United States, Canada, Europe, and Caribbean Countries.

Provided executive-level administrative support to the Executive Management Team with a

demonstrated ability to improvise, enhance procedures, and meet demanding deadlines.

Liaised between all the impacted departments (IT, Engineering, Manufacturing, Executive, etc)

Planned, coordinated, and organized the details of special events, travel arrangements, corporate

agendas and itineraries.

Coordinated and maintained weekly attendance and annual vacation records on 50 departmental

employees.

Implemented new ideas to the work area.

Handled customer inquiries.

Compiled, distributed and filed mail/courier shipments/monthly reports/meeting minutes.

Directed incoming calls using multi-line switchboard to the appropriate employee/department.

Capacity to work in a self-directed manner and provided leadership and collaborated with

others in a team situation.

Set up meetings and arranged conference calls.

Other related office duties: faxed, filed and photocopied documents.

General inquiries: IT help desk request fulfillment and distribution of pay and reimbursement

cheques.

Communicated directly with CBN branches regarding new company information.

National Bank of Canada Dec. 2000 – Apr. 2001

Customer Service Representative/Teller Full-Time

Nepean, ON

Processed transactions for personal and business customers and provided information regarding banking services. Executed complex transactions and entered deposits, payments and withdrawals.

Provided promotional offers to new and existing clientele.

Processed deposits, withdrawals, money orders, bank drafts, etc.

Prepared company letters to clientele.

Set-up appointments for management.

Maintained and balanced cash drawer daily.

Created new accounts for customers.

Signed in customers for their safety deposit boxes.

Responded to customer inquiries regarding account balances.

Entrusted with handling safety deposit, vault, ATM, bonds, and night-drop activities.

Selected by management to train and mentor three new tellers – all continue to work and excel

in their positions.

Participated in training opportunities. Courses included bank operations, bank security, banking

reconciliation and customer transactions.

Responsible for meeting minutes when meetings arose.

Education

University of Waterloo, Waterloo, ON Project Management Certification, 2014

University of Ottawa, Ottawa, ON Bachelor of Social Science, Sociology, 2000

St. Paul’s Catholic High School, Nepean, ON OSSD/OAC Diploma, 1995

Computer Skills

Windows XP, 7 and 8; WordPerfect; Microsoft Word, Excel, PowerPoint; Outlook; MS Project;

MS Access; SAP; MVR (Management Variant Report); MRS; PeopleSoft Enterprise 8.9; assyst 9.0 by Axios System; Oracle 11i; Lotus Notes; Lotus Approach; RDIMS; AgriDoc; CCM Mercury; Email and Internet Proficiency

Security Clearance

Secret Level

Volunteer Work

Volunteered for GCWCC United Way Campaign as Canvasser, Fall 2010; Fall 2011

Volunteered for GCWCC United Way Campaign as Treasurer, Fall 2008; Fall 2009

Languages

Bilingual

English: Fluent

French: Level B

Tutor Activities

Tutored two students, Grade 9 and 10, with Mathematics and Science, 1994-1995

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