Executive Assistant Office

Chantelle de Freitas

Phone: 289-***-****

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

CORPORATE EXECUTIVE/PERSONAL ASSISTANT

Progressive 20-year professional career managing cross-functional affairs for senior executives within diverse service organizations. Combine excellent organizational skills with hands on technical knowledge, superior memory for details and a strong work ethic.

Maintain professionalism at all times and use discretion when handling confidential data. Flexible in urgently paced environments. Competent “people person”. Dynamic telephone presence/etiquette with a knack for meaningful, yet efficient telephone exchanges.

SKILLS AND ABILITIES / AREAS OF EXPERTISE

● Expert knowledge and abilities in written and oral communication

● Excellent English language and intermediate French skills

● Polished telephone skills

● Accurately record, remember and verbally

communicate detailed information

● Organized and detailed-orientated; knack for

understanding procedures and logistics

● Strong skills in time management, prioritizing tasks, and meeting deadlines – able to balance competing

priorities under extreme pressure

● A problem solver who quickly grasps complex

situations and turns them into manageable tasks

● Ability to maintain strict confidentiality and handle situations with discretion

● Board and Committee meeting management

● Ability to record and transcribe minutes/notes of meetings

● Work effectively with minimum supervision

● Develop and maintain positive relationships with clients, customers, suppliers and contractors etc.

● Positive team player – Cooperatively work with others to produce and deliver required work

● Detailed orientated

● Consistently maintain a positive attitude and enjoy helping people

● Energetic, patient, passionate and diplomatic

● Strong computer skills, including Microsoft Office, Outlook, Google Suite, SharePoint, Luminate/Convio

TeamRaiser/Blackbaud, Adobe Acrobat, Quickbooks, Sage and ADP (payroll)

PROFESSIONAL CAREER

December 2019 –

March 2020

The Ontario Heritage Trust Toronto, ON

Executive Assistant to the CEO and Executive Team (contract)

● Provided extensive administrative support to the CEO and Executive Team, including expense reports, calendar and email management

● Organized transportation and accommodations for CEO, Executive Team and Board Members

● Accurately recorded, drafted and distributed minutes from Board of Directors, Audit, Finance and Investment, Fundraising and Executive Committee meetings in a timely manner

● Handled logistics for travel, accommodation, seminars, meetings and presentations for Board Members, CEO and Executive Team

● Submitted expense reports on behalf of the CEO and Board members

● Proof-read and analyzed PowerPoint presentations, documents and Excel spreadsheets for the CEO and Executive Team

● Ensured effective communication between the CEO and the Assistant Deputy Minister, Deputy Minister and the Minister's office at the Ministry of Heritage, Sport, Tourism and Culture Industries

● Maintained department filing system on SharePoint and paper files

● Maintained document management system for competing projects as assigned

● Provided departmental assistance to other staff members and their teams associated with the Executives CDF – 2

September 2018 –

July 2019

Leviathan Cannabis Group Inc.

(Jekyll & Hyde and Woodstock BioMed Inc.)

Toronto, ON

Executive Assistant to the CEO and Executive Team

● Provided extensive administrative support to the CEO, Interim CFO/CCO, CMO, Audit Board Director and accounting department for all three companies

● Accurately recorded minutes from meetings

● Assisted with basic bookkeeping and HR procedures (CRA remittances, vendor payables, petty cash, payroll, hiring and termination of employees, benefit plan, vacation and attendance tracking etc...)

● Provided weekly stock reports from ComputerShare

● Proof-read and analyzed PowerPoint presentations and documents for the CCO and CMO before distribution

● Assisted with setting up Town Hall Meetings in the Town of Pelham (facility rental, catering and advertising event with local newspapers and online platforms)

● Assisted with research and reports

● Communicated with the Canadian Securities Exchange on behalf of the Interim CFO/CCO

● Maintained department filing databases, tracked purchases, invoices and payments for all executives

● In charge of setting up vendor accounts and services for the office (office carpet cleaning, courier services, security alarm system, VoIP phone system, Ceridian Payroll account etc…)

● Aided with employee PIFs, CRVs and security clearances

● Maintained housekeeping for the office

● Quickly provided solutions to problematic situations June 2017 –

October 2017

Canadian Marketing Association (CMA) Toronto, ON

Office Manager/Executive Assistant to the CEO, Executive Team and Board of Directors (Agency - contract)

● Provided extensive administrative support to the CEO, including hands-on calendar management and expense reporting

● Provided departmental assistance to other staff members and teams associated with the Executive Team

● Assisted VP of Finance with HR procedures (payroll, benefit plan, vacation tracking etc...)

● Maintained department filing databases, tracked purchases, invoices and payments for all executives

● Provided departmental assistance to other staff members and their teams associated with the Executives

● Board management for the Board of Director Committees December 2016 –

May 2017

Cineplex Odeon (Head Office) Toronto, ON

Executive Assistant to the CFO, CTO and SVP, Corporate Development & Strategy (Agency - contract)

● Provided extensive administrative support to the CFO, CTO and SVP, including hands-on calendar management and expense reporting

● Aided the accounting department by reconciling monthly invoices for the entire company (Taxi chits, TTC tokens, Rogers, Bell and the Conference Calling accounts)

● Organized internal/external meetings, Board Meetings and recorded, drafted and distributed all meeting minutes for the Operations Committee

● Maintained department filing databases, tracked purchases, invoices and payments

● Provided departmental assistance to other staff members and their teams associated with the Executives

● Drafted correspondence, proposals and presentations January 2016 –

May 2016

Pancreatic Cancer Canada Foundation

(PCCF)

Toronto, ON

Head Office Manager/Executive Assistant (Contract)

● Provided administrative support to Executive Director, Co-Founder and Board of Directors

● Supported fundraising and administrative goals of the Foundation

● Managed office bookkeeping including financial payments for vendors, banking and administrative budgets and expenses

● Organized annual meetings, Board Meetings and recorded, drafted and distributed all meeting minutes

● Performed all third party related administrative work for key sponsors and corporate partnership, including the maintenance of event sales and sponsorship databases, tracked ticket/table purchases, invoicing, payments, letters and tax receipting

● Supported team in the development of new events

● Drafted sponsorship/partnership correspondence, proposals and presentations CDF – 3

January 2014 –

June 2015

Royal College of Dental Surgeons of Ontario

(RCDSO)

Toronto, ON

Office of the Registrar - Senior Administrative Assistant to the Registrar (17-month contract position)

● Provided administrative support to the department, including compiling relevant information for meetings and speaking engagements, arranging event and meeting schedules and maintaining organizational contact lists for the Registrar’s Office

● Maintained Registrar’s schedule and compile relevant information for meetings and speaking engagements

● Maintained and update Registrar’s contacts in outlook

● Provided administrative support to the department including preparation of correspondence from dicta for the Office of the Registrar and other departments

● Communicate by telephone and e-mail with members, committee members, staff and legal counsel to arrange meetings

● Prepared PowerPoint presentations for Registrar when required

● Processed invoices and public member expense claims for payment

● Provided back-up to Executive Assistant

● Assisted the Executive Assistant with preparation of materials and electronic files for meetings, presentations and briefings

May 2013 -

November 2013

Canadian Partnership Against Cancer

(CPAC)

Toronto, ON

Senior Executive Assistant to the CEO (6-month contract position)

● Dealt with internal/external stakeholders to facilitate the effective management of issues, meetings and scheduled appointments including ensuring meeting material was received well in advance of meeting to support the CEO and to meet the highest-level performance standards

● Acted as a point of contact on behalf of CEO

● Understood and was aware of the Partnership’s priority initiatives and the distribution of work across the

● organization to effectively identify linkages in work in order to effectively draw upon appropriate staff as

● necessary to facilitate issues management

● Managed the CEO’s schedule with respect to meeting logistics (including travel), information requirements and contact with internal/external stakeholders

● Maintained external stakeholder confidence and protect the organization by keeping information confidential

● Effectively worked with VPs and Division staff to understand issues requiring the attention of the CEO and to

● effectively manage the CEO's schedule by bringing issues forward in a timely manner

● Composed and edit routine correspondence, sometimes of a confidential nature

● Read and analyzed incoming memos, submissions, and reports to determine their significance and plan their distribution

● Reviewed and coded meeting expenses following Partnership’s policies and processes

● Maintained up-to-date committee and mailing lists, databases, records management systems, and paper and electronic filing systems for the area, ensuring accessibility of data

● Provided logistical support, preparation and distribution of meeting materials, minute taking, schedule meeting rooms, catering, and appropriate follow up on action items

● Maintained records of event aspects, including financial details, attendees, invoices, and update the events tracking system accordingly

● As an experienced administrative professional, contributed to and acted as mentor to other Partnership administrative staff to facilitate the achievement of a performing administrative team and to ensure consistent adherence to policies and procedures within the CEO's office and across Divisions March 2009 –

February 2013

Score Media Inc.

(theScore Television Network)

Toronto, ON

Senior Executive Assistant to the Executive Team and Board of Directors

● Provided Personal Assistance and Executive Assistant Support to the Chairman and CEO

● On-call and available for the Chairman whenever required (after hours, weekends etc.)

● Provided high–level confidential executive and comprehensive administrative support to the Executive team

(CFO, COO and Corporate Counsel)

● Maintained the Executive team’s schedule and calendar daily, ensuring all deadlines were met

● Handled confidential information in a discreet manner

● Arranged meetings, scheduled appointments, conference calls as well as coordinated travel and accommodation arrangements

● Prepared Executive Committee and Board agendas and minutes CDF – 4

● Prepared financial reports, presentations, and other materials through data collection and entry into spreadsheets or other programs

● Prepared and/or edited a wide variety of internal and external correspondence in the form of letters, faxes, memos, and emails

● Ensured effective communication between the Executive team and various internal and external stakeholders

● Created and maintained confidential e-filing system for the Executive team as well as the legal team

● Planned, organized, and coordinated corporate functions and special events

● Ensured documents that required signatures were accurate with all supporting documentation available

● Maintained and distributed Toronto Maple Leafs and Toronto Raptors seasons tickets for CEO

● Coordinated and prepared special projects and/or proposals as requested

● Managed and maintained human resources files and tracked vacation schedules for the Executive team

● Processed new and existing employees from beginning to end on a daily basis (HR transactions, phone, workstation, business cards, photo id, parking pass, building access, cell phones and office supplies)

● Managed office facilities (office lease, equipment lease and maintenance, office furniture, office insurance etc.)

● Managed the accounts payable and receivables, including GST remittance and reconciliation for the Chairman’s office

May 2005 -

January 2009

Barrick Gold Corporation Toronto, ON

Senior Executive Assistant to the Corporate Affairs Department

● Provided support to EVP, 2 Senior Directors, 1 Director and 4 Managers

● Organized and pro-actively managed daily calendars, screened emails and phone calls; coordinated meeting requests and handled general inquiries for the department

● Generated all necessary communications, including information regarding meetings, minutes, travel arrangements and general announcements. Ensured all correspondence met required standards and accuracy

● Managed business calendar and activities; interfaced with functional Executives, department VPs and Regional Presidents of Operations around the world; assisted with issue follow-up and resolution required by the EVP

● Arranged meetings of varying sizes, including booking venues and catering, setting up telephone/webcast/video conferences, confirming attendance, preparing all documentation

● Compiled, maintained and monitored the department’s budget, settled invoices, kept up-to-date and thorough records, ensured all information was easily accessible via hard and electronic files

● Coordinated and managed all travel schedules (domestic/international), including commercial flights, corporate jet, accommodations, itineraries, visa/passport requirements and subsequent expense reports 1996-2004 Community Hebrew Academy of Toronto Downsview, ON Senior Executive Assistant to the Directors of Attendance and Discipline

● Assisted 3 Senior Directors of Attendance and Discipline EDUCATION/TRAINING

2006 /2007 Seneca College Toronto, ON

Successfully completed the Mortgage Broker Underwriter and received Certification

● Indispensable reputation: “Chantelle is absolutely indispensable to the operation of the Corporate Affairs department, highly organized and efficient, continuously kept up the pace necessary to get the job done - far beyond the department expectations and a valuable asset.” – Kerr McGovern – Barrick Gold Corporation

“Chantelle, an amazing assistant to me personally, adept at handling delicate situations requiring discretion and tact, cheerfully takes on extra work, extremely organized and has a flair for perfection. Well-liked by students, faculty and staff.” – Paull Simmons, Vice Principal – Community Hebrew Academy of Toronto References Available Upon Request

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