ALISON DUTTON
Waterloo,Canada
Summary
Results-driven executive assistant with 25 years of experience in enhancing productivity through effective calendar management and strategic communication. Proven ability to coordinate logistics for high-stakes meetings and corporate events while ensuring confidentiality of sensitive information. Committed to driving operational efficiency and aligning support with organizational priorities.
Overview
18
18
years of professional experience
Work History
Executive Assistant to SVP IT, SVP Security & 4 VPS
OpenText
Waterloo, ONT
02.2024 - 03.2026
- Orchestrate complex, fluid executive calendars to optimize availability
- Direct communications and inbox management for the Senior Leadership Team
- Produce comprehensive corporate agendas, briefing materials, and itineraries to drive meeting effectiveness
- Lead end-to-end logistics for conferences, board meetings, and corporate events, including vendor management and catering
- Manage all aspects of global and domestic travel, ensuring seamless transit and accommodations for the executive team
- Administer monthly expense reporting in alignment with strict corporate policies and budget codes
- Maintain rigorous standards of confidentiality and professionalism when handling sensitive organizational data
Executive Assistant to CFO and VP
Sunlife Financial
Waterloo, ONT
08.2018 - 09.2022
- Provided high-level executive support to the CFO and seven direct reports in a fast-paced corporate environment.
- Coordinated internal and external meetings, preparing agendas, pre-reads, and supporting materials to keep discussions organized and decision-ready.
- Managed inbox communications and arranged domestic and international travel, while tracking action items, meeting materials, and updates through OneNote and SharePoint.
Senior Executive Assistant
MNP LLP
Abbotsford, BC
09.2016 - 11.2017
- Provided Executive-level administrative support for multiple partners and managers ensuring timely adherence and deadlines
- Assisted in the overall management and growth of the tax practice. Oversaw the administrative team
- Researched and documented complex tax issues
- Prepared correspondence related to tax compliance and tax consulting engagements
- Set up and maintained new and existing clients including updating the client database system. Dealt with various clients and government agencies (CRA, IRS)
- Managed multiple calendars, including scheduling appointments, meetings and conference calls. Prepared, proofread, and tracked various documents including client invoices, E-filing, and Tax returns
Executive Assistant to EVP Core Industries
Finning - Canada
Surrey, BC
08.2014 - 07.2016
- Provided high-level executive support to the EVP and seven direct reports, ensuring smooth day-to-day operations and responsive administrative coverage.
- Protected executive time by managing correspondence, drafting documents, and gathering information needed for timely decisions and follow-up.
- Coordinated extensive global travel, including flights, ground transportation, accommodations, and detailed itineraries for executives.
- Prepared executives for meetings by organizing agendas, presentations, minutes, facilities, and catering logistics.
- Planned high-profile customer events and dinners, coordinating invitations, materials, room setup, catering, and accommodations for larger groups.
Executive Assistant to SVP of Corporate Development
Open Text Corporation
Waterloo, Ontario
01.2012 - 07.2014
- Provided high-level executive support to the SVP of Corporate Development and four VPs, helping keep a busy leadership team organized, responsive, and focused on priorities.
- Managed core administrative operations, including complex calendars, inboxes, meeting scheduling, conference call setup, and briefing materials, improving day-to-day coordination across the team.
- Processed monthly expense reports accurately and in line with company travel and expense policies and procedures.
- Chaired weekly team meetings, documented minutes and action items, and followed up on deliverables to keep teams aligned and work moving forward.
- Coordinated domestic and international travel arrangements, ensuring cost-effective booking choices while supporting smooth executive travel.
- Supported project coordination and due diligence by maintaining summary documents and tracking reports that improved visibility into team contributions and progress.
Executive Assistant to SVP & CAO
Manulife Financial
Waterloo, Ontario
08.2011 - 12.2012
- Managed the SVP's calendar, scheduled internal and external meetings as required
- Substantial inbox management, read, filed and responded on behalf of SVP
- Prioritize and prepare letters, presentations, agenda, minutes, notes, templates, spreadsheet. Processed monthly expense reports, for the team reflecting supporting documents
- Booked all travel arrangements including legal requirements for international travel. Scheduled on/off-site meetings, customer visits, conference calls, luncheons and prepare all necessary documents, materials, equipment, catering for SVP and direct reports
- Collected, filed and maintained internal and external board material and meeting schedules. Organized the details of special events including, team Christmas parties, team building events & various off sites
Executive Assistant to SVP and VP of Corporate Marketing
Blackberry
Waterloo, Ontario
11.2007 - 08.2011
- Provided Executive administrative support to the VP and SVP of Corporate Brand and Marketing along with eight direct reports
- Managed executive calendars and inbox, scheduling appointments to optimize time and prioritize engagements.
- Coordinated and set up high-level conference calls, board, and management meetings along with all travel arrangements for executives
- Coordinated corporate luncheons, developed presentations for meetings including team, partners and direct report off sites
- Organized the details of special events, logistics, prepared corporate agendas, and itineraries. Processed monthly expense reports, reflecting supporting documents and budget code, Indexes. Filed and retrieved all corporate documents and reports
Education
Business and Marketing -
Kwantlen College University
Accounting for small business -
Fraser Valley College
Advanced MS office -
Conestoga College
Highschool -
Bluevale Collegiate
Skills
- Project coordination
- Executive collaboration
- Crisis management
- Strategic planning
- Google Workspace and Microsoft Office Suite
- Word, Excel, and PowerPoint
- OneNote and Outlook
- Asana and Slack
- Digital communication tools
- AI productivity tools
- SAP and Oracle
- Visio and CaseWare
- Pro Systems and Concur
- Time management
- Attention to detail
- Communication strategies
Accomplishments
- Led planning and execution of large-scale corporate events and conferences, improving coordination and reducing administrative demands.
- Supported cross-department communication to keep teams aligned and projects moving efficiently.
- Provided discreet, highly confidential support during sensitive business activity, including leadership transitions and complex organizational changes.
Timeline
Executive Assistant to SVP IT, SVP Security & 4 VPS
OpenText
02.2024 - 03.2026
Executive Assistant to CFO and VP
Sunlife Financial
08.2018 - 09.2022
Senior Executive Assistant
MNP LLP
09.2016 - 11.2017
Executive Assistant to EVP Core Industries
Finning - Canada
08.2014 - 07.2016
Executive Assistant to SVP of Corporate Development
Open Text Corporation
01.2012 - 07.2014
Executive Assistant to SVP & CAO
Manulife Financial
08.2011 - 12.2012
Executive Assistant to SVP and VP of Corporate Marketing
Blackberry
11.2007 - 08.2011
Business and Marketing -
Kwantlen College University
Accounting for small business -
Fraser Valley College
Advanced MS office -
Conestoga College
Highschool -
Bluevale Collegiate