Project Administrator - Delivery & Data Support

REGINA YAO

Calgary, AB • 587-***-**** • *.*******@*****.***

SUMMARY OF QUALIFICATIONS

Business and project administration professional with 15+ years of administrative experience and progressive experience in data management, reporting, business systems, governance, client service, and operational coordination. Experienced in organizing complex information, maintaining accurate records, coordinating concurrent workstreams, performing data quality and cleanup activities, and developing reports and dashboards for business decision-making. Hands-on experience with Microsoft 365, Microsoft Fabric, Microsoft Purview, Power BI, Salesforce, APX, Fundserv, iTRAC and other business systems. Known for strong attention to detail, proactive problem-solving, process improvement, and effective collaboration with internal teams and external stakeholders.

CORE SKILLS

Project & Administrative Coordination • Document & Records Management • Data Management & Cleanup • Data Governance & Cataloging • Business Systems Administration • Reporting & Dashboard Development • Data Quality & Reconciliation • Process Improvement & Automation • Stakeholder & Vendor Coordination • Microsoft 365 • Microsoft Fabric & Purview • Power BI • Salesforce • APX / Fundserv / iTRAC

PROFESSIONAL EXPERIENCE

Investment Fund Management Business Coordinator 06/2024–Present

Mawer Investment Management Ltd. Calgary, Canada

• Coordinate multiple concurrent operational, reporting, data and vendor activities, tracking deadlines, deliverables and follow-ups to ensure accurate and timely completion.

• Manage and maintain business data across multiple systems, including database setup and maintenance, data cataloging, data quality reviews, data cleanup, data validation and ongoing information updates.

• Support data governance initiatives using Microsoft Fabric and Microsoft Purview, including data cataloging, documenting data assets, organizing business information and improving the reliability and accessibility of data.

• Develop and maintain reports, dashboards and trackers to monitor operational activity, issues, trends, financial information and regulatory requirements, providing clear information for management decision-making.

• Review and reconcile operational and financial information, investigate discrepancies and identify root causes, coordinating with internal teams and external vendors to resolve issues and improve data accuracy.

• Maintain project and operational documentation, procedures, records and supporting artifacts across multiple business systems, ensuring information is complete, current and readily accessible.

• Coordinate cross-functional initiatives across Finance, Compliance, Data and Investment Operations, supporting timelines, issue resolution, documentation and stakeholder communication.

• Manage vendor administration and due diligence activities, including documentation, performance monitoring, invoices, service issues, action tracking and follow-up on remediation items.

• Identify opportunities to improve processes through data analysis, automation, standardization, improved reporting and better use of business systems.

• Prepare concise reports, summaries and supporting materials for management and cross-functional meetings; communicate findings and action items clearly to different audiences.

Individual Client Service Associate 04/2021–06/2024

Mawer Investment Management Ltd. Calgary, Canada

• Provided high-volume administrative and operational support to three Investment Counsellors across 450+ households, coordinating account administration, trade preparation and verification, cash management, reconciliation, document management and client reporting.

• Maintained accurate client and account information across multiple business systems and ensured supporting documentation was complete, current and properly maintained.

• Managed multiple concurrent client requests, account activities and deadlines while maintaining a high standard of accuracy and service.

• Investigated and resolved complex client, custodian and advisor inquiries, identifying issues, coordinating solutions and proactively following up to completion.

• Contributed to process improvement initiatives that improved workflow efficiency, information management and service delivery; provided backup support and knowledge sharing across the team.

Client Onboarding Specialist 09/2019–04/2021

Mawer Investment Management Ltd. Calgary, Canada

• Managed end-to-end onboarding for 250+ accounts, including individual, entity, trust, RESP and RIF/LIF accounts, while supporting 15+ Associates with account opening, closing and change requests.

• Maintained and updated client data across Salesforce, iTRAC, APX and Dataphile, ensuring information accuracy and complete supporting documentation.

• Coordinated client communications and compliance-related administrative activities, including CASL campaigns to 120+ clients and support for 40+ Compliance Certificates and year-end reporting for 1,000+ entities.

• Coordinated scheduling, document collection, records management and stakeholder follow-up across multiple organizational levels.

• Supported onboarding process improvements that increased consistency, efficiency and the client experience.

Administrative Assistant 09/2018–03/2019

University of Calgary Calgary, Canada

• Provided administrative support to five professors, coordinating calendars, hospital services, classes, meetings and clinic appointments.

• Prepared presentations, graphs and academic reports; organized information for different audiences and maintained accurate records.

• Prepared budgets, managed research funds, reconciled procurement credit card transactions, processed payment requests and expense claims through PeopleSoft, and coordinated supplies and billing documentation.

Administrative Assistant / Receptionist 12/2017–09/2018

Fares Law Firm Calgary, Canada

• Served as a primary point of contact, responding to 50+ calls and inquiries daily and coordinating communication with 700+ clients, lawyers, paralegals and other stakeholders.

• Coordinated appointments, correspondence, file activities and time-sensitive administrative requirements; completed 100+ client file opening, pre-closing and post-closing activities monthly.

• Maintained accurate data entry and organized confidential documents and records in accordance with office requirements.

Quality Assurance Lead / Chief Secretary 07/2010–07/2017

Research Institute of Petroleum Exploration & Development, PetroChina Beijing, China

• Administered certification and accreditation records for 8,000+ oilfield chemical products from 400+ suppliers, maintaining large volumes of technical and administrative information.

• Supported development of an online system that increased process efficiency by 300% and reduced error rates to 0.1%, demonstrating strong capability in process improvement and business-system enhancement.

• Prepared reports for the Committee Chair and coordinated 50+ standards development projects, tracking documentation, timelines and stakeholder requirements.

EDUCATION & PROFESSIONAL DEVELOPMENT

Leadership Principles — Harvard Business School Online 12/2025–03/2026

Management Essentials — Harvard Business School Online 04/2025–08/2026

Conduct and Practices Handbook (CPH®) — Canadian Securities Institute 11/2022–06/2023

Canadian Securities Course (CSC®) — Canadian Securities Institute 11/2020–05/2021

PeopleSoft System Training — University of Calgary 09/2018–11/2018

M.A. and B.A., English Language and Literature — China University of Petroleum (Beijing) 09/2004–07/2010

VOLUNTEERING

Program Facilitator, ECSSEN Career School (06/2025–Present) • Interpreter, Calgary Chinese Community Service Association (07/2019–Present) • Volunteer roles with CIWA and YMCA

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