Aliya Azeez
Calgary ,AB
Summary
Results-driven Executive Assistant with 3+ years of experience providing high-level administrative support to C-suite executives. I excel in managing complex calendars, coordinating travel logistics, and facilitating communications to optimize executive productivity. Proven track record of enhancing brand reputation, driving engagement, and achieving organizational objectives. Seeking to leverage my organizational skills and proactive approach to contribute to the success of, drive operational efficiency and fostering collaborative relationships across the team.
Overview
15
15
years of professional experience
Work History
Project Leader
Kids Canada
2022.06 - Current
- Provide comprehensive administrative and organizational support.
- Developed and execute communication strategies to enhance brand reputation.
- Conduct research and analysis to identify communication trends and audience preferences.
- Identify opportunities for thought leadership and industry recognition
- Coordinate communication initiatives on an need-by-need basis
- Present strategies to grow the organization and map out objectives.
- Implemented innovative solutions to overcome project challenges and address stakeholder concerns.
- Met with Founder weekly to provide detailed project report and milestone updates.
- Established strong relationships with clients, fostering trust and open communication throughout the entire project lifecycle.
Executive Assistant
Clearoute Inc.
2022.08 - 2024.01
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Improved office efficiency by implementing new filing systems and document management processes.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Facilitated training and onboarding for incoming office staff.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Screened personal and business calls and directed to appropriate party.
- Wrote reports, executive summaries and newsletters.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Led staff and vendors in providing high level of service for owner and guests.
- Created and managed office systems to efficiently deal with documentation.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Coordinated events and worked on ad hoc projects.
- Volunteered to help with special projects of varying degrees of complexity.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Provided comprehensive support to the CEO, enabling them to focus on critical decision-making and leadership tasks.
- Managed cross-functional teams to ensure smooth collaboration and completion of high-priority projects.
- Encouraged coordination and cooperation among departments and continuous review of interdepartmental processes to support quality control and improvement.
- Championed employee development programs, promoting personal growth and career advancement within the organization.
- Established successful partnerships with external organizations, expanding business opportunities and resources available to the company.
- Created reports, presentations and other materials for executive staff.
- Coordinated office events, seminars and meetings for staff and clients.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Identified opportunities to streamline processes and improve office operations and efficiency.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Created organized filing system to manage department documents.
- Communicated with internal departments, vendors and contractors to discuss schedules, project requirements and upcoming appointments.
- Managed complex calendar coordination across multiple time zones for seamless meeting scheduling.
- Ensured a well-maintained professional image both internally and externally through diligent representation of executives.
- Developed relationships with key stakeholders, fostering trust and rapport within the network of contacts.
- Provided assistance with medication management.
- Developed and implemented activities to improve clients' quality of life.
- Coordinated appointments with medical professionals.
- Completed household tasks by assisting with laundry, light housekeeping and grocery shopping.
- Entrusted to handle confidential and sensitive situations in professional matter.
- Handled incoming mail, bills and invoices and completed appropriate actions.
- Experienced with productivity tools such as Slack, Zoom, Google Docs and Sheets, and Asana.
Medical Clinic Assistant
Cardiac Care North York
2020.12 - 2022.05
- Patient Intake; Communication with Hospitals, LTCF, collecting their personal information.
- Scheduling - Managed the Cardiologists complex schedule and ensuring that is organized and balanced between his clinic and hospital rotations.
- Patient Communication; answering phone calls, responding to voicemails and emails, addressing patient inquiries regarding appointments, prescription refills, test results, and general clinic information
- Communicated pertinent updates/changes in a patients health to the Cardiologist
- Supported clinicians with diagnostic testing preparation, providing assistance during examinations when necessary.
- Medical Records Management; Maintaining patient records, both electronic and paper based, ensuring confidentiality and accuracy
- Updating patient information, filing documents, and retrieving records as needed
- Billing and Insurance Processing; Assisting with billing tasks - preparing invoices/processing payments - coordinating with insurance companies to verify coverage and obtain authorizations
- Room Preparation; Preparing examination rooms before patient visits by ensuring they are clean, stocked with necessary supplies, and equipped with required medical equipment
- Assistance; take and record patient vitals, complete EKGs, setup and remove holter monitors, extract data from devices for interpretation, arrange for emergency transport for urgent cases, correspond with hospitals to arrange emergency procedures (performed by the cardiologist) or other testing required for his review and assessment
- Patient Education; provide patients with information on medical conditions, treatment plans, and preventative care measures this includes explaining procedures, addressing concerns at the approval of the Cardiologist
- Inventory Management; Monitoring and ordering medical and office supplies, ensuring adequate stock levels are maintained
- Maintaining Cleanliness; Keeping the reception area, waiting room, and other public areas of the clinic clean and organized to provide a comfortable environment for patients and visitors
- Review and provide feedback to Cardiologists on the numbers of tests being completed and the need to open up the clinic on the weekends to deal with overflow and particular cases on a term-by-term basis
- Open and close the clinic, oversee the team, keep track of their hours for payroll, and support day-to-day operations
- Facilitated meetings, setup/cleanup, agenda, communications, catering, along with planning and organizing holiday events and gifting to others Doctors
- Provide backup to other Cardiologists when their secretaries were out of office including vacations.
- Increased patient satisfaction levels through active listening skills, empathy, and prompt resolution of concerns or issues that arose during visits.
- Collaborated with medical and administrative personnel to maintain patient-focused, engaging and compassionate environment.
Client Care/Support Division
Dynacare Insurance Solutions
2016.12 - 2020.03
- Answered telephone calls and assisted callers by providing information or directing them to appropriate departments.
- Received and processed Customer Service calls and written correspondence in a professional, polite and courteous manner, using a variety of databases
- Accurately completing required data entry for orders placed via telephone or email
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- To ensure effective, courteous and customer centric communication with all internal and external clients
- Respond to customer inquiries and ensure prompt and effective resolution of requests
- Data entry and other duties as requested
- Electronic filing; routing various documents, case managements and continuously organizing and maintaining records through internal software applications
- Solve and document incoming problems and complaints
Early Childhood Assistant
All About Kids
2015.12 - 2016.11
- Support/Assist Lead Educators in implementing age-appropriate curriculums and activities that promote the physical, social, emotional, and cognitive development of children from infant to preschool
- Supervise and facilitate learning experiences encouraging exploration, creativity, and problem-solving skills
- Research and plan weekly activities/programming based on the ministry of education guidelines, and once approved by the ECE, purchase supplies required for the upcoming week and take the lead for the setup/cleanup and overall engagement with the children
- Work collaboratively with other team members to plan, share ideas, to model positive to teach children social skills, conflict resolution, and cooperation through positive reinforcement and guidance
- Communicate with parents; build positive relationships with parents and caregivers through regular communication providing updates on their child’s progress
- Ensure that classrooms and play areas are clean, organized, and free from hazards.
Visual Merchandiser
Oakley
2015.04 - 2015.10
- Organized store merchandise racks by size, style, and color.
- Developed merchandising strategy to efficiently move overstock.
- Developed themes, props and lighting for merchandise displays.
- Created visual displays to highlight new and featured products.
- Incorporated new design techniques to create innovative and eye-catching displays.
- Monitored store traffic and customer engagement to determine display effectiveness.
- Monitored and replenished display inventory and restructured according to available stock.
- Increased customer traffic through effective window displays that showcased new products and promotions.
- Managed aesthetically pleasing displays to showcase company products and increase sales.
- Enhanced overall store appearance by applying careful consideration to product and display locations.
- Provided ongoing feedback on display performance to store management, enabling continuous improvement in visual merchandising techniques.
Early Childhood Assistant
All About Kids
2013.12 - 2014.10
- Ensured a safe, clean, and nurturing environment for all children by adhering to strict safety guidelines and procedures.
- Assisted lead teacher in preparing instructional materials that aligned with provincial standards while also meeting each child''s unique developmental needs.
- Prepared for lessons by gathering educational materials and setting up equipment.
- Taught children with creative approaches, methods, and techniques.
- Supported children's social and emotional development by encouraging understanding of others and positive self-concepts.
- Fostered social-emotional growth by providing opportunities for group work, cooperative play situations, and conflict resolution scenarios.
- Coordinated schedules of activities, events, and field trips.
- Collaborated with colleagues to identify areas for improvement in classroom management techniques, resulting in increased efficiency.
- Communicated with parents to inform about child's progress and classroom behavior.
- Ordered and restocked classroom supplies.
Sales, Client Care
Oakley
2008.12 - 2012.09
- Created relationships with customers to promote the brand, provide product knowledge to encourage sales
- Organized racks and shelves to maintain store visual appeal, engage customers, and promote specific merchandise.
- Handled cash transactions efficiently while adhering to company cash handling policies, ensuring accuracy in all financial exchanges.
- Managed returns, exchanges and refunds in accordance with store policy.
- Maintained calm demeanor and professionally managed issues in busy, high-stress situations.
- Provided accurate information about promotions, customer programs, and products, helping drive high customer retention.
- Developed a comprehensive understanding of product offerings and effectively communicated this knowledge to potential buyers, helping them make informed decisions.
- Accomplished multiple tasks within established timeframes.
- Managed and motivated employees to be productive and engaged in work.
- Handled customer relations issues, enabling quick resolution, and client satisfaction.
Education
Beauty Therapist - Creative
Seneca College
Toronto, ONSpecial Effects Make-up Artistry - Creative
Seneca College
Toronto, ONOffice Administration Diploma - Health Services - Business
Seneca College
Toronto, ONSkills
- Strategic Communication
- Clinic and Office Procedures
- Medical Ethics
- Proficiency in Microsoft Office Applications and specialized medical software
- Scheduling and Task Coordination
- Problem Solving
- Organization and Time Management
- Transcription
- Familiarity with medical terminology
- Team Leadership
- Analytical Skills
Other Accomplishments
Native Child and Family Services of Toronto "Pow-Wow"
- They received a sponsorship for their annual event.
- I made accommodations for their specific requests, coordinated the logistics, and made a presence on behalf of our organization.
"Share a Meal Campaign" Summer/Fall 2022
- initiative to provide meal services during the holidays to communities
- restaurants provide Halal and Vegetarian meals to accommodate different groups of community members
- This program was also extended to the "Scarborough Simba's Summer Soccer Camp" that meet weekly on Saturdays, meals were sponsored for the soccer players through their summer session along with the Toronto District School Board during specific events and programs throughout the academic year.
"World Kindness Day" - Fall 2022
- Arranged for 500 meals to be delivered to community members to demonstrate "acts of kindness" to commemorate the international day of kindness.
- Local restaurants joined in to sponsor the event by preparing and packaging the meals to be picked up and delivered.
- Toronto Police, and community members joined in to deliver these meals as well as to with seniors and isolated members of the community.
"Beyond Backpacks" - Fall 2022 campaign to provide 1000 back to school kits to children from low income communities, Along with 500 care kits for single mothers. Overall the distribution went as follows:
- 500 back to school kits allocated to the Native Child and Family Services Organization of Toronto.
- Regent Park Community Centre.
- Malvern Community Centre.
- Toronto Police
- York Regional Police
- Juliette's Place (Private Shelter for Women and their children fleeing domestic violence)
- La Maison (Francophone Shelter for Women and their children fleeing domestic violence)
Along with many other communities in the GTA and surrounding area.
Hobbies
Volunteering
Reading
Playing Tennis
Travelling
Pursuing further education in the creative space
Timeline
Executive Assistant
Clearoute Inc.
2022.08 - 2024.01
Project Leader
Kids Canada
2022.06 - Current
Medical Clinic Assistant
Cardiac Care North York
2020.12 - 2022.05
Client Care/Support Division
Dynacare Insurance Solutions
2016.12 - 2020.03
Early Childhood Assistant
All About Kids
2015.12 - 2016.11
Visual Merchandiser
Oakley
2015.04 - 2015.10
Early Childhood Assistant
All About Kids
2013.12 - 2014.10
Sales, Client Care
Oakley
2008.12 - 2012.09
Beauty Therapist - Creative
Seneca College
Special Effects Make-up Artistry - Creative
Seneca College
Office Administration Diploma - Health Services - Business
Seneca College
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