Summary
Overview
Work History
Education
Skills
Accomplishments
Languages
Timeline
Generic

Candice Totino

North York,Canada

Summary

Pro-active and goal-oriented administrative professional with over 15 years of experience supporting high-achieving executives. Demonstrates excellent time management and problem-solving skills, ensuring efficient task completion. Recognized for reliability, adaptability, and quick learning ability. Committed to driving team success and contributing to organizational growth. Proven track record of providing precise and well-organized support. Successfully manages high-volume workloads in rapidly changing, confidential environments.

Overview

15
15
years of professional experience

Work History

Executive Assistant

TC Energy
12.2023 - Current
  • Provide executive administrative support to EVP, Strategy and Corporate Development and President, Power and Energy Solutions and broader team of Directors
  • Complex calendar management including scheduling of weekly, monthly and yearly leadership meetings while providing prompt responses to meeting requests and emphasizing urgent issues
  • Manage and monitor Executive Vice President's Outlook inbox ensuring timely responses accuracy, and attention to important deadlines. Proactively flag high-priority emails and follow up on outstanding tasks to maintain effective communications and workflow
  • Approve, as a delegate, workday entries, expense reports, invoices and Human Resource roles
  • Primary point of contact between Executive Vice President and internal and external stakeholders including Ministers and Senior Officials
  • Input and complete monthly timesheets in Workday as a delegate, for Executive Vice President
  • Coordinate private and commercial travel arrangements, both domestic and international including flights, accommodations, and transportation
  • Develop and format presentations, reports, memos, letters and complex meeting minutes
  • Prepare and process expense reports ensuring accuracy and company compliance
  • Track and follow up on corporate compliance action items, board meeting minutes, special invitations, correspondence and documents for executive and legal signature
  • Organize and coordinate corporate events, conferences and functional offsite meetings, including coordination of conference speakers, organizing travel and accommodation, conference registration, catering, all IT requirements, procured promotional branded merchandise while ensuring T&E expense policy compliance
  • Responsible for maintaining and updating Executive Vice Presidents business unit distribution lists, electronic filing, contact information and databases
  • Coordinate and schedule interviews while liaising with HR and IT departments to execute all onboarding requirements for new team hires
  • Tracking of team vacations
  • Handle confidential and sensitive information with discretion and tact
  • Manage executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
  • Maintain confidentiality with sensitive documents, ensuring proper storage and distribution as needed
  • Process travel expenses and reimbursements for executive team and senior management group

Executive Assistant

Aecon Construction & Materials Limited
10.2019 - 09.2023
  • Civil East – Highways (Acquired by Green Infrastructure Partners Inc.)
  • Provided extensive administrative support to Senior Vice President and two Vice President's while troubleshooting and prioritizing work priorities
  • Complex calendar management including scheduling of weekly, monthly and yearly leadership meetings while providing prompt responses to meeting requests and emphasizing urgent issues
  • Primary point of contact between Senior Vice President and internal and external stakeholders including LiUNA executives and various Union Associations
  • Coordinated and participated in all business unit meetings, external and internal, large corporate events, training, workshops, leadership meetings, functional offsite meetings, including coordination of conference speakers, organizing travel and accommodation, conference registration, catering, all IT requirements, procured promotional branded merchandise while ensuring T&E expense policy compliance
  • Coordinated travel arrangements, both domestic and international including flights, accommodations, and transportation
  • Tracked and followed up on corporate compliance action items, board meeting minutes, special invitations, correspondence and documents for executive and legal signatures
  • Liaised with Health & Safety team to schedule and organize required health and safety training for construction business unit ensuring safety compliance
  • Prepared agendas, correspondence, spreadsheets, PowerPoint presentations, transcribed and distributed meeting minutes
  • Prepared and processed expense reports ensuring accuracy and company compliance
  • Budget Management for business unit cellular phone account, fuel account, and 407 ETR account
  • Managed confidential business matters and prioritized business project deadlines for executive review
  • Coordinated and scheduled interviews while liaising with HR and IT departments to execute all onboarding requirements for new team hires
  • Collaborated with IT department to resolve technical issues for Executive computers, cellular phones, and all office equipment
  • Responsible for maintaining and updating electronic and hard file Union Agreement documents, SOP’s, correspondence and distribution lists

Executive Assistant

Allergan INC (Acquired by Abbvie)
08.2015 - 10.2019
  • Market Access & Government Relations
  • Extensive calendar management for Executive Director and Director including scheduling of all daily and quarterly business meetings, prioritizing work time, resolving conflicts, and coordinated all relevant logistics and meeting materials
  • Provided executive administrative support for Executive Director, Director, and broader team of Directors and Managers
  • Primary point of contact between Executive Director, Director and internal and external stakeholders including Federal Government Officials and CADTH representatives
  • Coordinated and participated in all business unit meetings, external and internal, large corporate events, training, workshops, leadership meetings, functional offsite meetings, including coordination of conference speakers, organizing travel and accommodation, conference registration, catering, all IT requirements, procured promotional branded merchandise while ensuring T&E expense policy compliance
  • Developed and prepared meeting agendas, complex meeting minutes, correspondence, memorandums, spread sheets, and PowerPoint presentations
  • Reviewed highly confidential contracts, proposals, agreements, and various correspondence for Executive signatures while liaising with Legal business unit to ensure compliance for Contract Agreements, SOP’s, Grants, Sponsorships, and Donations
  • Worked in partnership with Marketing event team to plan and carry out large scale corporate events, meetings and conferences, including creating and distributing agendas, scheduling guest speakers, procuring venues, booking hotel accommodations, organizing all catering requirements and IT resources, procuring promotional branded merchandise while ensuring T&E expense policy compliance
  • Generated purchase orders and cheque requisitions using SAP
  • Processed expense reports ensuring accuracy and company compliance
  • Coordinate travel arrangements, both domestic and international including, accommodations, and transportation, conference registrations, and travel Visas
  • Coordinate and schedule interviews while liaising with HR and IT departments to execute all onboarding requirements for new team members
  • Responsible for maintaining and updating electronic and hard file documents, correspondence, distribution lists and BOX filing system
  • Developed new processes within the business unit by proactively partnering with other business units to share best practices, procedures and policies
  • Tracking of team vacations

Executive Assistant to Executive Vice President & COO

Pfaff Automotive Partners
10.2012 - 09.2015
  • Provided extenxive calendar management and executive administrative support to Vice President and Chief Operating Officer including scheduling of weekly, monthly and yearly leadership meetings while providing prompt responses to meeting requests and emphasizing urgent issues
  • Coordinated and participated in all executive and quarterly meetings, project meetings, internal, external and offsite meetings
  • Coordinated travel arrangements, both domestic and international including, accommodations, and transportation and conference registrations
  • Developed, prepared and reviewed all meeting agendas, complex meeting minutes, correspondence, memorandums, reports, spread sheets, and presentations
  • Coordinated specific project meetings for project management team, Engineers, and Consultants
  • Monitored and coordinated all confidential executive business matters and prioritized business project deadlines for executive review
  • Prepared and processed expense reports ensuring accuracy and company compliance
  • Worked in partnership with Marketing event team to plan and carry out large scale corporate events, meetings and conferences, which included creating and distributing agendas, coordinating guest speakers, organizing venues, accommodations and all catering and IT requirements
  • Budget management including reviewing invoices for approval and payment
  • Responsible for maintaining and updating electronic and hard file documents, correspondence, project files and distribution lists

Executive Assistant to Director, Project Management Division

MMM Group Limited (Acquired by WSP Global)
06.2009 - 09.2012


  • Provided executive administrative support to Director and Project Management team
  • Extensive calendar management for Director including scheduling of all daily and quarterly business meetings, resolving conflicts, and coordinated all relevant logistics and meeting materials
  • Coordinated all project management meetings, internal, external and offsite meetings, and arranged all catering requirements
  • Coordinated all business travel and associated arrangements for Director and Managers
  • Developed and prepared all meeting agendas, complex meeting minutes, correspondence, memorandums, spread sheets, and PowerPoint presentations
  • Assisted with proposal submissions and completion of all project actions items
  • Coordinated and scheduled interviews while liaising with HR and IT departments to execute all onboarding requirements for new team members
  • Prepared and processed expense reports ensuring accuracy and company compliance
  • Budget management including reviewing work orders and invoices for approval and payment
  • Responsible for maintaining and updating electronic and hard file documents, correspondence, project files, distribution lists and data sharing systems

Education

High School Diploma -

Pickering High School
Ajax, ON

Skills

  • Pro-active Executive Assistant Support
  • Strong Problem Solver, Resourceful
  • Exceptional Calendar Management
  • Extensive Experience in Travel Coordination
  • Excellent Meeting and Conference Planning
  • Advanced MS Office Suite, Adobe, SharePoint, Concur, Salesforce, SAP, Workday, DocuSign, Diligent, Teams
  • Time and Conflict Management
  • Process Improvements
  • Honest and Dependable
  • Documentation and Recordkeeping
  • Prioritize Workloads while meeting deadlines
  • Meeting Scheduling and Agenda Preparation
  • Goal Minded
  • Relationship Building and Team Leadership
  • Office Administration, Supply Ordering
  • Meticulous attention to detail
  • Customer Service-Oriented
  • Expense Reporting
  • Excellent Interpersonal and Communication skills
  • Professional, Mature, Reliable and Responsible
  • Decision Making, Critical Thinking
  • Operating Procedures
  • Extensive Experience preparing, editing and formatting correspondence, memo's, agenda's and presentations

Accomplishments

  • Planned corporate meetings, lunches and special events for groups of 1100+ employees.
  • Contributed to cost effectiveness savings of 20K, Aecon Construction, by completing in-depth review of business unit cellular and transportation expenses.
  • Recipient of the Award of Excellence-BOLD, Building Bridges/Power Ideas/Act Fast/Drive Results, Allergan Leadership Team
  • Expert in sourcing branded merchandise within brand guidelines

Languages

English
Full Professional

Timeline

Executive Assistant

TC Energy
12.2023 - Current

Executive Assistant

Aecon Construction & Materials Limited
10.2019 - 09.2023

Executive Assistant

Allergan INC (Acquired by Abbvie)
08.2015 - 10.2019

Executive Assistant to Executive Vice President & COO

Pfaff Automotive Partners
10.2012 - 09.2015

Executive Assistant to Director, Project Management Division

MMM Group Limited (Acquired by WSP Global)
06.2009 - 09.2012

High School Diploma -

Pickering High School

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Candice Totino