Executive Assistant Chief Investment

OLIA PRIMAK, CAP, OM & Public Notary

647-***-**** (M) ********@*****.*** www.linkedin.com/in/oliaprimak PROFILE

Self-motivated and highly skilled Senior Executive Assistant, supporting the CEO & Chairman and Chief Investment Officer in corporate settings with multinational industry leaders and environments. Excels in an environment where the challenges and opportunities to make a difference are limitless. Proven ability to develop strong confidential one-on-one relationships with senior management in diverse, high profile organizations. Excellent political instinct, business savvy and creative solutions to complex problems. Impeccable attention to detail and excellent time management.

CAREER HIGHLIGHTS

ORGANIZATION / PROJECT MANAGEMENT

Successfully managed heavy and varied workloads for dynamic, demanding senior executives. Recognized for maintaining an enthusiastic and diligent attitude in a fast-paced environment with constantly changing priorities, schedules and concurrent projects.

Executed and project managed world class corporate meetings and events (logistics and facilitation of conferences).

Planned the successful bi-annual North American Chief Investment Officers’ Conference in Napa, CA for 40 delegates and spouses, sight unseen (coordinated the program, travel, flights, transportation and accommodations).

Administration and relationship building while Involved with 3 large Merger Acquisition Transactions, integrating and restructuring.

Utilized strong organizational skills in managing priorities and analyzing large volumes of information to align with corporate goals.

COMMUNICATION / INFORMATION MANAGEMENT

Coordinated Board of Directors meetings, prepared Handbooks, material for Board of Directors meetings and minutes. Acted as liaison between Board of Directors and Sr. Management team.

Interacted with all levels of the business globally including Executive & Management Committees.

Conducted virtual communications with business executives while overseas. Confidential and intuitive in making quick decisions.

Spearheaded large scale SharePoint Portal Pilot project for the CEO. Recruited and managed 2 dedicated staff to work from inception to completion over 6 months. The System was adopted by the Company.

Reliable custodian of proprietary and confidential material.

CUSTOMER SERVICE / BUILDING RELATIONSHIPS

Received compliments when communicating with management at all levels for demonstrating considerable skill, tact, positivity and excellent communication skills.

Managed 10 Junior and Intermediate staff (which included recruitment and employee training) for World-class AGMs one in Montreal, the second in Toronto, all in one day and evening dinner event. Assisted in the preparation and maintenance of materials for investors.

Provided first class service to investors and all investor interactions.

Interacted with large scale and high profile organizations such as: the Children’s Aid Foundation’s Annual Teddy Bear Affair, a huge charitable event that CEO's in GTA were invited to, the Federal Minister of Finance, US Treasury, Auditor General of Canada and leading Universities.

Supervised, coached and mentored 3 Direct Reports, for improvements and career advancement.

FINANCIAL/ BUDGETING

Managed a budget of $4.5 million. Understanding and translating Financial Concepts. Comfortable with Financial data.

Management of monthly expenditures for Executive approval.

Input Qly & yearly bonus and annual compensation details into the HRIS system for the Executive Team and direct reports.

CAREER HISTORY

Baycrest Health Sciences, Toronto

Executive Assistant & Notary Public to the Vice-President, Finance & CFO and COO, Cogniciti - 2018 - 2020

Managed all the Administrative functions of the office including resolution of problems for the smooth running of the office. Setting up of meetings, including preparation of agendas and packages for meetings.

Registration and preparation to Conferences, travel and accompanying material.

Administrative support to Board Finance & Audit and Commercialization committees. Prepared the minutes of these meetings and liaison with external board members and setting up of meetings.

Administered Board resolutions, tax filings for commercial corporate entities and periodic filing with multiple external government offices.

Managed some portions of the Real Estate Portfolio and leases that Baycrest owns and worked with the Lawyer on transactions as well at set up of meetings.

Managed a complex electronic calendar, collaborated with internal and external teams. Prepared material for these meetings, organized filing system and updated directories and phone lists.

Dealt with highly confidential and sensitive information material.

Reviewed all incoming material determining priority and follow up.

Organized domestic and International Travel and material to support meetings on trips.

Resolution of funding letters/agreements from Ontario Health and other organizations.

Notarized patient’s International pensions and Administered and closed huge insurance claims.

Liaison with government partners, the healthcare community, and other key stakeholders, including the Foundation office.

Coordination of courier, deliveries and other mail and communications.

Royal Sun Alliance Insurance Company of Canada (RSA), Toronto Executive Assistant to the SVP Claims & Chief Claims Officer - 2016 – 2018

Provided high caliber and accurate work with minimum supervision.

Multi-faceted role that demanded a high degree of professional maturity, organizational skills and sound judgement.

Read and noted and flagged action items in my Executive's inbox so that nothing fell between the cracks.

Management of the SVP’s hectic calendar and at local and international meetings and events with onsite team representatives to share current business information and trends.

Prepared expenses from trip and invoices.

Managed extensive national/international travel arrangements including visas and documentation.

Resolution for large claims and kept accurate records.

On boarded new hires reporting to the SVP’s team and annual documentation for direct reports.

ADP Canada, Toronto

Executive Assistant to DVP, Service Delivery/VP Insurance/ VP Marketing - 2011 – 2016

Managed heavy calendar schedules with many changes due to double and triple bookings ensuring accurate and up-to-date details.

Domestic and complex, International travel schedules with several changes in itineraries and related material including visas.

Prepared expenses from trips and invoices.

Registration and preparation to Conferences and Qly Offsite meetings.

Input quarterly & yearly bonus and annual compensation details into HRIS system for Executive Team and 8 direct reports.

Partnered with HR, took ownership of recruiting positions for the Executive Leadership Team across Canada. Networked and liaised with Regional offices for this material.

Liaised with external recruiting firms with candidates for Executive interviews and hire.

SAP Canada Inc., Toronto – (1-Year + Maternity Leave Contract) Executive Assistant to the President & VP Enterprise Mobility, Canada & US – 2010 – 2011

Provided confidential, proactive and efficient administrative support. Managed all incoming calls.

Read, prioritized and actioned all incoming emails, submissions and reports.

Created agendas, provided background material for meetings, prepared minutes, action items, and ensured follow up, post meeting.

Initiated first contact with the offices of C-level executives in GTA, scheduled appointments and coordinated full utilization of the President’s time.

Ensured all C-level meetings were followed up by an email from the President outlining action items or recap of discussion.

Travel arrangements: booked flights, airport transfers, hotel, agendas & material etc.

Processed travel expenses and invoice payments.

Ensured all direct reports and documents of yearly cycles were complete.

Organized internal planning sessions and quarterly business reviews.

Coordinated with corporate communications all sponsorship requests, speaking engagements and working with Marketing & Events on President’s activities.

CIBC, Toronto – (1-Year Maternity Leave Contract)

EA & Coordinator to CIO of Corporate Systems & Enterprise Shared Services, CCT - 2009 – 2010

Organized agendas and minutes for Wkly SLT Management meetings and followed up on resulting action items, vendor presentations and training sessions.

Coordinated meetings and appearances on behalf of the CIO.

All travel arrangements, Domestic and International, material and visas for trips.

Comprehensive calendar management identifying potential problems and shifting priorities.

Managed contact files.

Composed complex letters, reports, and presentations. Researched background, gathered information and compiled data from multiple sources.

Conducted results from hiring approvals, expense management, payroll attestation, absence tracking, annual performance appraisal submissions and personnel forms.

Oversaw Town Hall meetings and Extended Management quarterly meetings, including facilities and premises management.

Manulife Financial, Toronto

Sr. EA / Office Mgr. to Chairman & CEO & SEVP & Chief Investment Officer, and President - 1995 – 2008

Partnered with CEO, Chairman and Sr. level Management Executives in multicultural environments.

Important link between CEO, Senior Executives and management globally.

Planned the hectic, intricate and extensive International travel schedules, arranging visas and required documentation. This included virtual communications with executives while overseas.

Ran the offices of the 2 Executives, coordinating all internal and external meetings and correspondence etc.

Being decisive and intuitive to implement quick decision making.

Excellent organizational abilities particularly in Executive administration, human resources, strategic product completion and development of productive liaisons between companies and overseas officers.

Relieved executives of administrative functions to increase availability for Executive level responsibilities.

Planned and organized the heavy, varied and demanding work schedules, quite often with sudden changes in priority related to Manulife’s World-Wide Operations at a moment’s notice.

Responsible for preparing confidential documents, routine and high-level time sensitive material.

Material for Board of Directors meetings 7 times a year. Acted as liaison between Board of Directors, Sr. Management team, shareholders and other relevant parties.

Interacted with all levels of business Executives globally and their staff.

Involved with John Hancock’s and North American Life’s merger transaction, integrating and restructuring.

Spearheaded large scale Sharepoint Portal Pilot project for the CEO. Recruited and managed 2 dedicated staff to work from inception to completion over 6 months. The System was adopted by the Company.

Program planning, logistics and facilitation of conferences in addition to the bi-annual North American Chief Investment Officers’ Conference in Napa, CA for 40 delegates and spouses, sight unseen.

Interacted with large scale and high profile organizations such as: the Children’s Aid Foundation’s Annual Teddy Bear Affair, a huge charitable event, attended by C-Suite Executives in the GTA, the Canadian Federal Minister of Finance, US Treasury, Auditor General of Canada and leading Canadian Universities.

Performed special projects requested by the CEO, researching, preparing and submitting confidential information.

Managed a budget of $4.5 million. Prepared expenses from trips and invoice payment.

Supervised 3 Direct Reports, the Receptionist and Administrative Assistant to ensure seamless support in the Toronto office. I was their consultant, coach and mentor for improvements in career advancement.

Handled a wide variety of complex and confidential situation and resolved conflicts involving the clerical and administrative function of the office.

EDUCATION / PROFESSIONAL MEMBERSHIPS

Certified Administrative Professional (CAP) - 2016

Specialized Office Management (OM) - 2017

Public Notary - 2018

Advanced knowledge in Windows environment – Microsoft Word, Excel, PowerPoint, Lotus Notes, Outlook, Blackberry, and iPhone. IPad, Internet, Intranet, SAP, Concur, Ariba, Adobe Acrobat, Visio & Sharepoint. Google Suite of Products (Gmail, Docs, Sheets and Slides)

MEMBERSHIPS

YPA – Young Presidents’ Assistants

IAAP – International Association of Administrative Professionals, Toronto BTUA – Be the Ultimate Assistant, a Private Club

Global Executive & Personal Assistants Association - Organization lead out of UK

INTERESTS: Reading historical books, travelling, Symphony, Opera and Classical music

VOLUNTEER ACTIVITIES

International Association of Administrative Professionals GTA LAN (Local Area Network) Director & Education Chair for Administrative Professionals - 2015-2017 Researched and sourced dynamic keynote Educational speakers for monthly meetings. Negotiated venues at Toronto's finest facilities to provide exciting and relevant information to members/guests at the Dinner speaking events. Wrote articles and informative newsletters about upcoming events. Managed the budget and mentored LAN members for advancement in their careers by organizing numerous courses/speakers

York Condominium Corporation 270

President, Treasurer & Director, Board of Directors - 2008-2016 Oversaw the governance of operations, finance & reserve fund of a 66-Unit Condominium Townhouse Corporation. Led a team of 5 Directors on the board. Directed the Property Manager and Contractors on essential Capital Projects and Maintenance issues. Liaised with the President of the Property Management Company and maintained effective communications & rapport with the Unit Owners. Under my leadership the Properties increased in value in the amount of $230,000 each.

Co-Chair Young Presidents’ Assistants (YPA) Annual Retreat & 30th Anniversary, 2009. Planned, led, organized and controlled the major event, including managing the budget, speakers & agenda for 40 Delegates out of Toronto at the Fairmont Le Chateau Montebello, Quebec. It was magical and highly successful. I raised $10,000 for the event to make the event memorable for the delegates.

CIBC Run for the Cure, Top Fundraiser in an award winning team – 2008, Team under Young Presidents’ Assistants.

In the spring through to the fall of 2018, I worked on John Tory’s, exciting Mayoral Campaign which was a huge success and in being re-elected.

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