Executive Assistant Chief
Resume:
************@*******.***
MARIE-HELE416 704 5568
SUMMARY
Bilingual (English/ French) Executive Assistant with over 15 years of experience reporting to Chief Executive Officers and their Leadership Teams, supporting the board of directors and their committees. SKILLS
• MS Outlook, Word, PowerPoint, Excel, Teams,
Visio, Adobe, Salesforce, video conferencing,
board portal, Chrome River, One Note;
Resourceful, take the initiative, and ensure follow- through;
• Excellent calendar management and complex
domestic and international travel
arrangements;
• Event planning: travel, accommodation, venues,
material, catering, translation and interpretation;
• Attention to detail, discreetness, and strong work ethic coupled with tact and diplomacy, and respect for the confidentiality of documents and
discussions;
• A team player who also works independently
under minimum supervision;
• Collaborate closely with other executive assistants and teams to increase efficiencies and provide
overall departmental support; Perform well within
national and worldwide time zones;
• Professional, yet fun and collegial attitude
interacting with colleagues.
WORK EXPERIENCE
Senior Bilingual Executive Assistant, WAWANESA INSURANCE, Toronto, ON, June 2023/January 2024
• Reported to the SVP & COO East; Managed the SVP’s calendar by scheduling and prioritizing meetings, while handling potential conflicts and watching upcoming deadlines, balancing complex calendar management and coordination challenges;
• Aided two vice-presidents with calendar management and prepared their expenses;
• Prepared and compiled documents, presentations, reports, ensuring deadlines are met;
• Co-organized the Leaders Canadian Operations East/West meetings;
• Established and kept confidential electronic material to ensure information is current and readily accessible;
• Interacted virtually and in person with senior staff, external stakeholders, e.g., board members;
• Prepared agendas, document action items and follow-up to completion;
• Met regularly with other members of the Senior executive assistants' team to build rapport, solve problems, continuously improve service delivery to their respective leader;
• Coordinated travel arrangements and ensured expense submissions were within guidelines and policies;
• On-boarded new hires;
• Recorded and distributed notes of meetings.
Examples of accomplishments:
o Simplified the procedure around the individual settlement application process. MARIE-HELENE SINQUIN
M. Sinquin 2024 2
Bilingual Executive Assistant, CANADIAN CANCER SOCIETY, Toronto, ON, September 2021/February 2023
• Reported to two vice-presidents of Leadership Giving and Major Gifts; calendar management; aided the fundraisers team as needed; prepared expense reports for the VPs and their team; organized weekly and monthly teams' meetings and drafted agendas; on-boarded new directors; drafted monthly activities updates; organized the team's social online events; worked on special projects and research as needed. Bilingual Executive Assistant, ALZHEIMER SOCIETY OF CANADA, Toronto, ON, October 2017/February 2021
• Reported to the CEO, assisted the board chair and directors, committees' chairs and members (board meetings, board orientation, governance, nominations, federation planning assembly), and leadership team; Prepared material, minutes, and follow- up action items, drafted scripts for annual meetings, administered online surveys, and selected awards and gifts for the outgoing board and staff members;
• Prepared expense reports for the board chair and the CEO; partnered with colleagues to complete independent projects; took part in the budgeting process for the CEO's office; monitored trademarks for the organization;
• Filed annual records with Corporate Canada.
Examples of accomplishments:
o Procured the Society's board portal at the lowest possible cost; o Updated the Society's outdated board manual.
Bilingual Executive Officer, AFRICAN INSTITUTE FOR MATHEMATICAL SCIENCES, Toronto & Kigali (Rwanda) April/June 2016
• Reported to the CEO, assisted the board chair and board of directors, and related committees;
• Attended internal and external ministerial-level meetings and delivered follow-up notes; travelled with the CEO
(North America and Africa), solved on-site logistic issues;
• Secured complex visa/diplomatic requirements for the CEO and myself. Examples of accomplishments:
o Partnered with a conference assistant at the Global African Development Bank Summit in Lusaka (Zambia) to complete a complex registration and security clearance process, which aided the CEO in focusing on his conference presentation and eased local travelling to media interviews. Executive Assistant, ST. MICHAEL'S HOSPITAL FOUNDATION, Toronto, ON, September 2015/March 2016
• Reported to the CEO, board of directors, executive committee, and finance committee (planning, preparation of agenda and material, minute-taking).
Examples of accomplishments:
o Ensured the smooth preparation and carry-on of the Foundation's annual general meeting within one week of employment, for which I received recognition from the CEO and board chair; o Won the trust of the board of directors;
o Gained extensive knowledge of Diligent board portal. Bilingual Executive Assistant, CANADA LANDS COMPANY, Toronto, ON, June 2008 /June 2015
• Reported to the CEO, assisted the board chair, and leadership team;
• Identified and brought critical issues to the CEO's attention; organized the leadership team meetings and took minutes;
• Led the team of executive assistants to provide support to the leadership team; refurbished the board chair and CEO's offices at nominal costs.
Examples of accomplishments:
o Implemented an efficient document review and approval process for the CEO's office; o Volunteered to experiment with the CN Tower's EdgeWalk attraction before its official opening. M. Sinquin 2024 3
Bilingual Executive Assistant, UNICEF CANADA, Toronto, ON, August 1993/June 2008
• Reported to the CEO, and assisted the board chairs and board of directors, executive committee, governance, and nominations committees: material preparation and distribution; minute-taking; hotel coordination and catering;
• Annual meetings (in town or across Canada): prepared all material and translation; annual meeting script and voting; hotel planning; recruited the interpreters; travel arrangements, catering
• Coordinated the organization's French Field Services (translation);
• Arranged complex trips domestically and internationally for the CEO and the board chair
• Managed the Canadian Junior Profession Officer program (The UN program responsible for recruiting young master's degree graduates to work abroad for the UN). Examples of accomplishments:
o Revamped the national board book and resolutions, for which I received a staff award; o Won the trust of the board members, UNICEF national committees (Canada and International), and Canadian provincial committees' chairs and their respective boards; o Simplified the annual national nominations procedure by creating a user-friendly booklet and by implementing stricter deadlines in the overall nominating process; o Created the anniversary program and invitations to celebrate UNICEF Canada’s 50th anniversary. EDUCATION
Intermediate Russian Certificate / English Business Writing University of Toronto, School of Continuing Studies -Toronto, ON English to French Translation Certificate
George Brown College, School of Continuing Studies Toronto, ON Enrolled in several English and administrative courses to improve my English oral and written skills since arriving in Canada.
Diploma in Administrative Studies
Le Roscoät Rennes, France
OTHER
French and Canadian citizenships
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