Jaclyn Schultz

**** *** ****** **, *******, Ontario K1C 6P3 613-***-****

adcqgg@r.postjobfree.com

Career Objective

I am a well-versed and experienced Executive Assistance and have over 18 years of administrative experience at all levels. I have evolved and adapted through several positions at Gowling WLG, both as an Executive Assistant and Team Lead and further advanced those skills in my position at Deloitte. I am looking to expand on my current experience allowing me to progress in a field that is both challenging and fulfilling.

Highlights

Proficient with the Microsoft suite, including Outlook, Visio, Excel, Word and PowerPoint

Working knowledge of Concur and SAP programs

Advance calendar management for multiple Partners and Directors

Excellent written and oral communication, problem solving, and organizational skills

Strong team player who actively participates in achieving team goals, can plan and organize work and anticipate and adapt to different executives’ needs

Ability to adapt quickly to change

Strong attention to detail and strong initiative to seek clarification when needed

Strong knowledge of office procedures and related policies

Follows strict processes and procedures with respect to protected and confidential documents and information

Demonstrates open-mindedness and takes initiative to proactively overcome obstacles that may arise in a demanding work environment without compromising quality and deliverables

Valid Enhanced Reliability security clearance held with the Canadian Armed Forces and PSPC

Basic knowledge of French (oral and reading)

Relevant Work Experience

Executive Assistant to the Director of Community Support Services

Carefor Health and Community Services – August 2019 to Present

Responsibilities

Scheduling, planning, organizing, and preparing meetings with various stakeholders

Receiving and inputting time and expenses into Quadrant for Management and Supervisor groups

Running verification reports in Quadrant for Manager and Director approval

Maintaining log of approvals and verification reports for audit purposes

Providing general administrative support to the Director

Arranging and accepting internal and external meetings on behalf of the Director

Providing responses to grievances or other confidential matters on behalf of the Director

Reviewing, receiving, screening and prioritizing all correspondence on behalf of the Director

Preparing, developing, formatting, and distributing administrative reports and documentation to the Board of Directors and external groups on behalf of the Director

Receiving reports and tracking data on behalf of the Director

Establishing and maintaining a record retention system for the Director

Entering data into various IT systems, following established guidelines

Preparing and submitting the Director’s expenses

Purchasing equipment and materials on behalf of the Director

Attending meetings, taking minutes, maintaining action lists arising from meetings, tracking and reporting on status of action items

Executive Assistant to two (2) Partners and Director

Deloitte LLP – March 2019 to July 2019 (Contract)

Responsibilities

Provide excellent administrative support to two Partners and a Directors including calendar management, meeting support, travel arrangements, drafting correspondence and emails with a high level of discretion and confidentiality

Provide streamlined and focused client lifecycle support such as expense reporting and billings

Coordinate and attend internal and external meetings as requested to document action items for independent follow up

Support the agile workplace including location and reservation of appropriate space and other required resources

Represent the Partners and Director in a professional and confident manner, in both written and verbal communications, internally and externally

Handle work-related matters on behalf of and alongside the Partners and Director, some of which are highly confidential in nature

Anticipate business and client service needs, demonstrating resourcefulness and critical thinking

Actively develop knowledge of our external clients (i.e., market intelligence) in order to enable high-quality client deliverables and focus on proactively enhancing service excellence

Extensive use of travel booking and expense programs, namely, Concur and SAP

Drafting templates for use in responding to RFPs and editing and formatting responses according to Deloitte specific branding

Work collaboratively with other support teams, leveraging appropriate firm resources to manage, own and minimize administrative tasks for managers

Executive Assistant to Senior Executive/Lawyer

Gowling WLG – May 2017 to March 2019

Responsibilities

Prioritize and manage inbox, calendar and schedule

Drafting meeting agendas, taking minutes during various types of meetings, assisting in preparing background information in preparation for meetings

Scheduling and organizing meetings

Coordinating travel arrangements and processing expense claims

Accurately preparing legal and non-legal documentation and correspondence with minimal direction

First point of contact for internal and external clients

Addressing client inquiries and determining type of action required

Drafting reports and client portfolios

Reformatting and converting documents

Managing a bring forward system by tracking deliverables and due dates

Liaising between the legal professionals and various internal and external individuals, groups and clients at all levels

Working proactively in the day to day support of the professional's practice by using initiative and good judgement to relieve the professional of administrative detail

Surveying colleagues, proposing improvements and implementation to processes to senior management committees

Lead of Trademark IP Services Department

Gowling WLG – February 2016 – May 2017

Responsibilities

Handling all incoming and outgoing correspondence both internally and externally, organizing and expediting the flow of work through the department and initiating any follow-up action as appropriate within the team

Responsible for maintaining and updating the department's filing, due date and data systems, and ensuring accuracy within the team

Assisting with onboarding new team members in the department

Training and cross-training team members

Assisting in resolving work-related issues and providing support and mentoring to other team members

Printing documents as well as assembling electronic documentation for both internal and external clients

Receiving, saving, tracking and distributing government correspondence and forwarding them to the responsible professional for action

Managing a bring forward systems for tracking deliverables and due dates by using calendars, internal databases, internal meetings with senior partners Resolving work-related matters in a professional and timely manner

Accurately preparing reports, legal documents and correspondence with minimal direction

Financial reconciliation between the firm records and government records

Liaising between the legal professionals and various internal individuals at all levels

Working proactively with the day to day support of the team using initiative, problem solving skills and good judgement to ensure that the team is meeting deadlines working efficiently

Assistant to Senior Executive/Lawyer

Gowling WLG – September 2010 to February 2016

Responsibilities

Prioritize and manage inbox, calendar and schedule

Drafting meeting agendas, taking minutes during various types of meetings, assisting in preparing background information in preparation for meetings

Coordinating travel arrangements and processing expense claims

Accurately preparing legal documentation and correspondence with minimal direction, including reformatting and converting documents

Managing a bring forward system by tracking deliverables and due dates

Liaising between the legal professionals and various internal and external individuals, groups and clients at all levels

Working proactively in the day to day support of the professional's practice by using initiative and good judgement to relieve the professional of administrative detail

Surveying colleagues, proposing improvements and implementation to processes to senior management committees

Additional Experience

Canadian Armed Forces, Navy Reserves, HMCS Carleton (Part time, current)

Trade: Human Resources Administration

Holiday Campaign Customer Service – Nordik Spa Nature

Manager/Server – Broadway Bar and Grill

Executive Assistant and Client Reception – G. Ronald Bell and Associates

Administration Manager - Asset Beam Publishing Company

Administrative Assistant - Industry Films

Research Assistant – City of Ottawa

Resource Manager - ASAP Reporting Services

Sales Administrator - Nellcor Puritan Bennett

Office Manager & Chiropractic Assistant - Arc of Life Chiropractic and Massage Therapy

Education

Dr. John M. Denison Secondary School 1994-1997

Marvel Beauty School - Class of 2000

The Institute for Integrative Nutrition – Class of 2014

Ontario High School Equivalency Certificate through the GED - November 2019

References

Shelly Taubman – Manager of Business Operations at Deloitte

Email: adcqgg@r.postjobfree.com

Phone: 613-***-****

Eric Macramalla – Senior Partner at Gowling WLG

Email: adcqgg@r.postjobfree.com

Phone: 613-***-****

Heidi Schwartz – Supervisor of IP Services at Gowling WLG (Now with Department of Justice)

Email: adcqgg@r.postjobfree.com

Phone: 613-***-****

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