ALAN JOHN DANIELS
Executive Assistant
Ottawa,ON
Summary
Bilingual executive administrative professional with 20+ years of experience providing top-tier support to C-suite executives and senior government officials. Proven expertise in calendar management, event planning, correspondence, compliance, financial operations, and database optimization. Demonstrated ability to handle complex schedules, coordinate high-priority meetings, and thrive in fast-paced environments. Recognized for exceptional attention to detail, strategic problem-solving skills, and the capability to manage high-stakes projects with professionalism, confidentiality, and discretion.
Overview
15
15
years of professional experience
2
2
Languages
Work History
Administrative Coordinator - Government Affairs
Innovative Medicines Canada
Ottawa, Ontario
05.2024 - 04.2025
- Coordinate and manage events and conferences across North America (e.g., BIO, Parliamentary Hill Day, Patient Conferences, Provincial Stakeholder Days), overseeing logistics, scheduling and attendee communication.
- Facilitate weekly team meetings for sponsorship members via Teams, ensuring smooth communication and progress updates.
- Played a key role in managing the Association's Sponsorship Program, tracking deliverables, renewals, and ensuring accurate and timely reporting.
- Offer administrative support to departmental staff, contributing to operational processes and project execution.
- Assist in monitoring project developments and timelines, facilitating cross-departmental collaboration.
- Maintain and update CRM (Salesforce) data, ensuring accuracy and completeness of Federal and Provincial MP/MPP listings.
- Track and report on sponsorship engagement, collaborating with the Stakeholder Relations team to enhance relationships with partners.
- Support the creation and dissemination of internal and external communications related to events and sponsorships.
Executive Assistant to the Vice President
Business Council of Canada
Ottawa, Ontario
04.2022 - 01.2024
- Managed the VP's calendar with meticulous attention to detail, prioritizing high-level meetings and ensuring optimal time management.
- Acted as Executive Assistant to the President & CEO when the regular EA was absent, coordinating key tasks and ensuring business continuity.
- Coordinated travel logistics for the VP and senior staff including flight bookings, accommodations, itineraries, and ground transportation.
- Managed financial responsibilities such as invoicing, credit card reconciliation, and expense reporting using SAP, Ariba, and Coupa. Oversaw budgeting and forecasting, ensuring accurate financial planning and tracking. Collaborated across departments to ensure timely, compliant, and accurate financial documentation.
- Updated the Business Council's database by reviewing members' LinkedIn profiles to note any changes, such as resignations, promotions, or new positions, ensuring accurate records.
- Drafted high-level documents including briefing notes, correspondence, and strategic communication with stakeholders.
English Language Instructor
Independant/Private
Tokyo, JAPAN
12.2018 - 03.2021
- Designed and implemented customized curricula and teaching materials for diverse student groups, resulting in a 30% improvement in student performance and engagement.
- Conducted assessments, tracked progress, and provided personalized support, helping 85% of students achieve their desired academic goals.
- Delivered engaging lessons focusing on English grammar, writing, and speaking skills, helping students improve their fluency and communication skills.
- Partnered with government agencies and businesses to provide specialized language training, tailoring materials to meet the needs of different professional sectors.
- Created interactive classroom activities to encourage student participation, ensuring a positive and collaborative learning environment.
- Provided individual tutoring to students requiring extra assistance, improving academic outcomes for students struggling with language concepts.
Senior Executive Assistant to the High Commissioner
High Commission of Canada
Nairobi, KENYA
10.2014 - 11.2018
- Spearheaded Canada 150 event, overseeing all aspects including catering, security, invitations, and entertainment for over 600 guests, including diplomats and high-ranking Ministry of Foreign Affairs delegates.
- Managed the High Commissioner's appointments, correspondence, and travel arrangements, ensuring precision and timeliness in all aspects of scheduling, including accommodations, itineraries, ground transportation, and security, while maintaining a highly organized calendar for efficient day-to-day operations.
- Coordinated official diplomatic hospitality events, including diplomatic dinners at the Ambassador's Residence, managing menu planning, invitations, seating, and RSVP tracking while ensuring protocol adherence. Directed event logistics, speeches, gift exchanges, and entertainment, maintaining cultural sensitivity and security.
- Managed financial responsibilities including invoicing, credit card reconciliation, and expense reporting, while overseeing budgeting and forecasting to ensure accurate financial planning. Collaborated with departments to ensure timely, compliant, and accurate documentation. Adhered to strict Treasury Board policies in processing vendor payments, invoices, and maintaining budget controls, and completed travel and hospitality reports in full compliance with regulations.
- Coordinated the Canadian Fund for Local Initiatives (CFLI), overseeing logistics, budget management, and scheduling for Partners and Senior High Commission Officers.
- Enforced ATIPS procedures, managing sensitive information access and processing information requests in full compliance with privacy and regulatory guidelines. Maintained top-secret equipment and adhered to rigorous security protocols for sensitive diplomatic materials.
Executive Assistant to the High Commissioner
High Commission of Canada
Dhaka, BANGLADESH
07.2012 - 12.2013
- Analyzed incoming and outgoing memoranda, submissions, and reports, preparing and coordinating summary briefs for senior staff.
- Managed the High Commissioner's calendar, appointments, correspondence, and travel arrangements, ensuring efficient use of time and resources.
- Coordinated official hospitality events at the Chancery, delegating tasks to local staff for translation and preparation of personalized invitations.
- Oversaw vendor relations, handling purchase orders, credit card reconciliations, and preparing financial reports.
- Responded to information requests, including production reports and ATIPS in compliance with legal and regulatory requirements.
- Managed diplomatic protocol issues, including handling sensitive diplomatic notes and maintaining key contacts with external stakeholders.
Executive Assistant to the Ambassador/Attaché and Vice Consul
Embassy of Canada
Copenhagen , DENMARK
07.2010 - 07.2012
- Managed the Ambassador's calendar, including travel arrangements, appointments, and video conferencing, ensuring all logistics were meticulously coordinated and no conflicts arose.
- Managed financial records, including vendor invoices and staff salary payments, ensuring accuracy and adherence to budget guidelines.
- Ensured strict adherence to the handling of top-secret documents and ATIPS, maintaining the highest levels of confidentiality and security.
- Processed visa approvals and managed passport processing in accordance with IRCC policies, ensuring compliance with regulatory standards and handling documentation with efficiency and care.
- Managed official hospitality events, including coordinating diplomatic dinners at the Ambassador's Residence by overseeing menu planning, invitations, seating arrangements, and RSVP tracking while ensuring adherence to protocol. Directed event logistics, speeches, gift exchanges, and entertainment, ensuring cultural sensitivity, security, and seamless execution. Conducted post-event follow-up, including thank-you notes and maintaining comprehensive records.
- Managed the preparation of briefing notes, meeting agendas, and minutes with a focus on accuracy and thoroughness.
- Acted as Senior Security Mission Officer, spearheading embassy screening processes and coordinating Local Engaged Staff (LES) security renewals. Ensured compliance with security protocols and maintained top-secret equipment, safeguarding sensitive information and assets including handling sensitive diplomatic notes and high-level documents.
Education
High School Diploma -
Commission Scolaire
Sherbrooke, QCSkills
- Executive Administration Support
- Calendar Management
- Database Optimization
- Compliance Oversight
- Event Planning
- Logistics
- Project Management
- Database Management
- High-Level Document Preparation
- Budgeting Management
- Expense Reporting
- Financial Oversight
- Governance Support
- Policy Compliance
- Microsoft Office 365
- Google Docs
Timeline
Administrative Coordinator - Government Affairs
Innovative Medicines Canada
05.2024 - 04.2025
Executive Assistant to the Vice President
Business Council of Canada
04.2022 - 01.2024
English Language Instructor
Independant/Private
12.2018 - 03.2021
Senior Executive Assistant to the High Commissioner
High Commission of Canada
10.2014 - 11.2018
Executive Assistant to the High Commissioner
High Commission of Canada
07.2012 - 12.2013
Executive Assistant to the Ambassador/Attaché and Vice Consul
Embassy of Canada
07.2010 - 07.2012
High School Diploma -
Commission Scolaire
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