Executive Assistant Director

Chantelle De Freitas

Senior Executive Assistant

********.***********@*****.***

A highly motivated, trusted Executive Assistant with over 20 years of experience supporting top-level executive leadership in Toronto with all types of organizations. Leverages exceptional organization and prioritization skills to accomplish projects within tight deadlines in dynamic environments. Demonstrates strong principles of accountability and ownership by drafting confidential documents, reports, and other strategic communication. Facilitates an effective and collaborative environment promoting teamwork and innovation. Masters’ new business technology applications with ease. SKILLS

● Excellent Communication and interpersonal skills

● 20+ years of Executive Assistant experience

● 10 years of Project Management experience

● Calendar Management

● Travel & Meeting Coordination (Commercial Flights and Private Corporate Jets etc…) - Onsite and Offsite

● Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Adobe Pro, QuickBooks, Sage 50 Accounting, ADP, SAP/Oracle EPM, Zoom, Microsoft Teams, WebEx, Google Workspace, Workday, SalesForce, SpendSmart, CarePoint, HMIS

● Committee and Board Management

● Capital Expenditure Accounting Project Management

● Government Relations

● Process Management

● Technological Acumen

● Reporting

● Finance and Budget Management

● Stakeholder Management

● Confidentiality

● Excellent Client Relations and Relationship Building

● Positive and professional attitude

PROFESSIONAL EXPERIENCE

Community Development Council Durham Jun 2024 - Dec 2024 Executive Assistant to Executive Director

● Collaborated closely and effectively with the Executive Director.

● Organized the Executive Director's calendar.

● Supported the development of agendas and prepared and distributed meeting minutes as required.

● Drafted and reviewed correspondence, memos, presentations, reports and other documents on behalf of the Executive Director.

● Maintained confidential and sensitive information with profound discretion and professionalism.

● Coordinated and arranged agency-wide events, meetings, and conferences, ensuring effective planning and organization.

● Assisted with ad hoc projects such as staff initiatives, strategic planning, or organizational changes.

● Created, managed and kept up-to-date a centralized agency-wide calendar, sharing the calendar with relevant team members and departments, ensuring they have appropriate access rights.

● Effectively prioritize conflicting demands, addressed matters promptly, took proactive actions, and managed projects through to successful completion.

● Served as a liaison between the Executive Director, Management Team, and other relevant internal and external stakeholders.

● Followed up promptly and efficiently with the Management Team to ensure they are well-informed about upcoming commitments and responsibilities.

● Collaborated with HR to systematically maintain and update company organization charts, telephone extension list, emergency fanout list and languages list spoken by CDCD staff (electronic, database and hardcopy).

● Maintainedand refined internal processes that supported the management team and interdepartmental collaboration.

● Assisted with various marketing tasks as needed, such as reviewing promotional materials, ensuring adherence to the agency's brand guidelines.

● Worked with the finance team to coordinate effective maintenance of the facility.

● Collaborated with IT and finance to maintain capital assets inventory.

● Participated in promoting positive workplace culture through committee membership and agency activities.

● Minute-taker for Management Team, Board of Directors and 8 separate Committee Council Teams.

● Managed routine office responsibilities, including ordering supplies. Service Corporation International (Canada) Oct 2022 - Sep 2023 Dignity Memorial

Managing Director Assistant

● Provided comprehensive administrative support to the Managing Director, General Manager Team, Sales Team, Funeral Directors and Office Managers.

● Calendar and email management.

● Onsite/offsite meeting facilitation, catering, hotel and flight accommodations, recorded minutes and action items for all meetings.

● Managed the Toronto Crematorium and maintained monthly crematorium invoice submissions to the City of Toronto-Toronto Social Services Department.

● Maintained monthly department budget reports and analysis, fleet lease vehicle management, and credit card reconciliations.

● Processed accounts payable and other accounting support transactions as required.

● Maintained processes to ensure compliance with policies and procedures.

● Reviewed operating practices and implemented improvements where necessary.

● Trained others on policies, procedures and new company initiatives.

● Worked closely with the HR/IT department for onboarding and offboarding employees.

● Distributed and cascaded down the hierarchy Market Leader directives, bulletins and decisions that impacted the division and/or market.

Electrical Safety Authority Apr 2021 - Sep 2021

Executive Assistant - Contract (Temp Agency)

● Provided comprehensive administrative support to the RCoE Team, Regulatory, Licensing, Technical and Analytical teams.

● Calendar and email management.

● Meeting facilitation (Zoom/MS Teams); Recorded minutes and action items for the Executive Team and Canadian Advisory Committee on Electrical Safety (CACES) AGM.

● Maintained invoice submissions, monthly department budget reports and analysis, fleet lease vehicle management, and credit card reconciliations.

● Worked closely with the Peoples and Culture (HR)/IT department for onboarding and offboarding employees.

The Ontario Heritage Trust Dec 2019 - Mar 2020

Executive Assistant

● Reported directly to the CEO, Executive Team, and Board of Directors.

● Project and document management between the CEO and Deputy Minister’s Office.

● Ensured effective and confidential communication between the CEO, the Assistant Deputy Minister, the Deputy Minister, and the Minister’s Office at the Ministry of Heritage, Sport, Tourism, and Cultural Industries.

● Accurately recorded, drafted, proofread, and distributed all meeting minutes and action items for the Board of Directors, Audit, Finance, Investment, Fundraising, and Executive Committee.

● Prepared and submitted monthly expense reports.

Leviathan Cannabis Group Inc. / Jekyll and Hyde Brand Builders Inc. Dec 2017 - Sep 2019 Executive Assistant

● Provided support and reported to the CEO, Executive Team, and Board of Directors/Office Management.

● Meeting facilitation (in person and phone conference); Record minutes and action items.

● 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.

● Event management.

● Communicated with the Canadian Securities Exchange on behalf of the CFO, CCO, and Shareholders.

● Assisted with analytical research and reports.

Cineplex Odeon (Head Office) Dec 2015 – May 2017

Executive assistant – Contract (Temp Agency - Medical Leave Coverage)

● Provided comprehensive support to the CFO, CTO, and SVP of Corporate Development & Strategy.

● Coordinated an extensive calendar, email, and travel management.

● Reviewed, evaluated, and distributed priority correspondence for CFO.

● Aided accounting department with financial payments, banking, expenses, and budget reporting.

● Reviewed and edited documents, reports, and correspondences prepared for executive team and finance and audit meetings.

● Troubleshoot and/or escalate office administration issues.

● Provide project management for recurring fundraising events and special financial assignments. Score Media Inc. (The Score Television Network) Mar 2009 - Feb 2014 Senior Executive/Personal Assistant

● Provided comprehensive and confidential administrative and personal support to the CEO and family.

● Calendar and email management for CEO and Executive Team.

● Meeting facilitation, record minutes, and action items for the Executive Committee and Board of Directors.

● Reported to the CEO, Executive Team, Corporate Counsel, and Board Members.

● Prepared financial reports, presentations, and other materials through data collection.

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

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

● Coordinated and prepared special projects and legal contract proposals as requested.

● Onboarding/Offboarding new and existing employees.

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

Barrick Gold Corporation Sep 1996 - Jan 2009

Executive Assistant to the Corporate Affairs Department

● Arranged various meetings, including booking venues and catering, setting up telephone/webcast/video conferences, and preparing all documentation.

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

● Coordinated and managed all travel schedules (domestic/international), including commercial flights, private corporate jets, accommodations, itineraries, visa/passport requirements, and subsequent expense reports aided with employee PIFs, CRVs, and special security clearances. EDUCATION

Graduated Mortgage Broker Underwriter and received Certification Seneca College 2006-2007

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