ALAN JOHN DANIELS
Ottawa,ON
Summary
Organized Office Manager with noted experience in administrative management. Prioritize projects and multitask effectively to achieve project goals. Methodical and detail-oriented team player with expertise in team leadership. Offering these skills and strong work ethic.
Overview
18
18
years of professional experience
Work History
Administrative Coordinator - Government Affairs
Innovative Medicines Canada
05.2024 - Current
- Support departmental staff in relation to coordination of events and conferences (BIO, Parliamentary Hill Day, Patient Conferences, Provincial Stakeholder Days, etc.), including but not limited to planning and securing logistics, coordinating schedules, communication to invitees and attendees
- Manage and maintain the Association’s Sponsorship Program and works with the Stakeholder Relations staff to ensure deliverables and timelines are met, including but not limited to renewing, updating, and tracking the applications, producing reports, letters and other tasks as required
- Provide support to the departmental staff including but not limited to administrative processes, communication to networks, and Operational Teams
- Support and monitor project developments, deliverables, and timelines for all projects and facilitate cross collaboration with other departments to ensure alignment and cohesion
- Provide departmental support with CRM (Salesforce) information input and updates, including but not limited to Federal and Provincial MP and MPP listings
- Support the preparation of departmental briefing notes, reports and presentations as requested
- Facilitate communication within the department as well cross-functionally across the Association as required for success
- Participate in cross-functional projects as requested
- Provide support to other departments as required.
Executive Assistant to the Senior Vice President
Business Council of Canada
04.2022 - 01.2024
- Maintain Senior Vice President and Executive calendars
- Act as the primary point of contact between executives and internal/external stakeholders
- Organize and facilitate internal and external communications, including drafting emails, preparing reports, and processing correspondence on behalf of SVP
- Assist in preparing presentations, documents, and other materials for meetings and conferences
- Co-ordinate with PCO/PMO staff for Cabinet meetings
- Applied protocols when working within a senior executive office and dealing with senior government/industry stakeholders
- Maintain and update membership database and events – Tracking successions, new members, and resignations
- Tracking and maintaining data and progress on various activities, projects, and initiatives
- Liaison closely with the Board of Directors regarding events, new members, directory updates
- Updated posts on LinkedIn and X
- Coordinating domestic and international travel, preparing and processing claims and invoices using SAP/Ariba/Coupa, reconciling travel and expenses
- Ability to multi-task and manage one’s time efficiently while demonstrating initiative and attention to detail.
Senior Executive Assistant to the High Commissioner
High Commission of Canada
10.2014 - 11.2019
- Allocated funds and organized meetings and travel for Partners and Senior High Commission Officers engaged in the Canadian Fund for Local Initiative (CFLI)
- Liaison with Canadian External Stakeholders
- Created Vendor requests for payment in SAP
- Manage Head of Mission (HOM) appointments, correspondence, travel arrangements, video conferencing
- Implemented Treasury Board procedures and best practices and governance structure for handling and storing TOP SECRET and High-Level documents
- Maintained HOM's database and key contact list
- Completed travel claims, quarterly hospitality reports
- Divisional budget reports including financial operational commitments
- Liaison with Security Officials, Consular Services, and Ministry of Foreign Affairs on foreign legal matters
- Provided strategic business and supervisory support to senior levels of management and the board of directors
- Convened on the Occupational Health and Safety Legislation Committee
- Convened on the Contract Review Board Committee
- Prepared briefing notes for senior management
- Schedule staff meetings for Senior Management, Minister's Office, and PMO
- Divisional budget and operational commitments
- Respond to information requests, including production reports and ATIPS
- Composed and distributed executive meeting agendas and minutes to department heads and executive team members
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives
- Coordinated Official Hospitality events at the Chancery – Contact with vendors and security
- Managed Embassy protocol issues – Diplomatic Notes.
Executive Assistant to the Ambassador
Embassy of Canada
07.2010 - 07.2014
- COMSEC Custodian (Passports and VISA) – Maintained all equipment/inventory and reported to HQ quarterly
- Provided Consular support to Canadians in distress (lost, stolen passports) prison visits, passport, and seal counts
- Reviewed and approved passport applications in COSMOS
- Processed security clearances and updates for Locally Engaged Staff Mission Security Officer
- Implemented Treasury Board procedures and best practices and governance structures for handling and storing TOP SECRET and High-Level documents
- Manage Head of Mission (HOM) appointments, correspondence, travel arrangements, video conferencing
- Maintained HOM's database and key contact list
- Completed travel claims, quarterly hospitality reports
- Divisional budget reports including financial operational commitments
- Liaison with Security Officials, Consular Services, and the Ministry of Foreign Affairs (Denmark) on foreign legal matters
- Support and approval for banking transactions – Salary for Locally Engaged Staff – Vendor Invoices
- Maintain Divisional IT Assets
- Financial Commitments - Quarterly Financial Reports
- Interpret directives and guidelines on administrative matters
- Supervision of Foreign Service written exams.
Executive Assistant - Finance and Support – Office of the Minister Counsellor
Embassy of Canada
07.2006 - 07.2010
- Manage Head of Mission (HOM) appointments, correspondence, travel arrangements, video conferencing, quarterly hospitality reconciliation
- Maintained HOM's database and key contact list
- Travel Arrangements per Treasury Board Policies
- Completed travel claims, quarterly hospitality reports
- Divisional budget reports including financial operational commitments
- Convened on the Occupational Health and Safety Legislation Committee
- Prepared briefing notes for senior management
- Respond to information requests, including production reports and ATIPS
- Composed and distributed executive meeting agendas and minutes to department heads and executive team members
- Managed Embassy protocol issues – Diplomatic Notes
- Implemented Treasury Board procedures and best practices and governance structure for handling and storing TOP SECRET and High-Level documents
- Input and monitor hospitality and travel and expenditures
- Financial Commitments - Quarterly Financial Reports
- Supervision of Foreign Service written exams.
Skills
- Accounts Payable/Finance/SAP
- Database Management
- Monthly Financial Reports
- Oracle
- Preparing correspondence
- Language – Bilingual (CCE)
- Remote Workflow Optimization
- Calendar Management
- Microsoft Office 365
- Prepared and reviewed Top Secret and High-Level Documents for Senior management
- Policy updates
- Compliance management
- File and data retrieval systems
- Data entry
- CRM/Salesforce
- Microsoft Teams/Zoom
- LinkedIn – X Updates
- Confidentiality and Data Security
- Monkey Survey Apply
- CVENT
Languages
French
Full Professional
Timeline
Administrative Coordinator - Government Affairs
Innovative Medicines Canada
05.2024 - Current
Executive Assistant to the Senior Vice President
Business Council of Canada
04.2022 - 01.2024
Senior Executive Assistant to the High Commissioner
High Commission of Canada
10.2014 - 11.2019
Executive Assistant to the Ambassador
Embassy of Canada
07.2010 - 07.2014
Executive Assistant - Finance and Support – Office of the Minister Counsellor
Embassy of Canada
07.2006 - 07.2010
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