CAROL ANN SHEAHAN
Richmond Hill,ON
Summary
Dedicated administrative professional with history of meeting company goals utilizing consistent and organized practices. Skilled in working under pressure and adapting to new situations and challenges to best enhance the organizational brand.
Overview
16
16
years of professional experience
Work History
Executive Assistant
Teknion Limited
Toronto, ON
01.2013 - Current
- Maintain managing complex calendars, meeting commitments, and travel arrangements (planning itineraries, developing agendas), and meeting materials, calendars, prepare meeting agendas and take minutes and produce final documents
- Responsible for annual budget and business plan process and final documentation ensuring all contributors are aware of deadlines
- Project manager for projects initiated by SVP: 2nd Floor Corporate Head Office Renovation - 5 Phases (3 departments) (Net spend $1.35M); ensured this project moved along and adhered to schedule and brought any arising issues forward
- Successfully managed Corporate Re-Branding project
- Re-freshened Teknion Employee Service Award Program for 2021 & 2022 introducing new products and program literature
- Organized and coordinated conferences and monthly meetings
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Created expense reports, budgets and filing systems for management team.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Trained junior office staff in correct procedures and reporting requirements.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Worked with senior management to initiate new projects and assist in various processes.
- Volunteered to help with special projects of varying degrees of complexity.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Coordinated events and worked on ad hoc projects.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Took notes and dictation at meetings.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Screened calls and emails and responded accordingly to support executive correspondence
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Answered high volume of phone calls and email inquiries
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes
- Promoted team productivity by keeping supplies organized and well-stocked
- Coordinated events and worked on ad hoc projects
- Worked with senior management to initiate new projects and assist in various processes
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders
- Volunteered to help with special projects of varying degrees of complexity
- Wrote reports, executive summaries and newsletters
- Facilitated training and onboarding for incoming office staff
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Processed travel expenses and reimbursements for executive team and senior management group
- Created expense reports, budgets and filing systems for management team
- Transcribed meeting minutes to support sales, business development and senior management teams
- Updated spreadsheets and databases to track, analyze and report on performance and sales data
- Supported business and hospitality needs of corporate partners and staff during meetings and company events
Executive Assistant
Reliance Comfort LP
Toronto, ON
01.2006 - 01.2012
- Provided administrative and business support to the President & CEO and supported other members of the executive management team
- Maintained CEO’s calendar planned and scheduled meetings, teleconferences, and travel
- Supported Board of Directors Meetings, preparing agendas, taking minutes producing final documentation
- Ensured board members received their honorariums and expenses etc
- Contributions:
- Negotiated favorable terms and pricing agreements with resorts, vendors, caterers, and other providers for service at special events, saving at least $50K annually
- Championed various roles as project coordinator and project administrator for small projects
- Created the Joint Health & Safety Corporate Office Safety Program
- Coordinating monthly meeting, workplace inspections and ensured all Ministry protocols were met
- Served as Reliance's United Way Employee Chairman; directed annual Employee United Way Campaign, securing $1M+ in 6 years.
- Screened calls and emails and responded accordingly to support executive correspondence
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Responded to emails and other correspondence to facilitate communication and enhance business processes
Education
Some College (No Degree) - Continuing Education - Marketing I
Durham College
Oshawa, ONSome College (No Degree) - Continuing Education - Marketing II
Ryerson University
Toronto, ONSome College (No Degree) - Continuing Education - Business Administration
Centennial College of Applied Arts And Technology
Scarborough, ONSkills
- Google G Suite, Google Drive
- Adobe Systems Adobe Acrobat
- Video Conferencing Software
- Calendar and Scheduling Software
- Microsoft Office/Visio/Outlook
- Executive Schedule Management
- SAP Concur Expense platform
- Records Management Databases
- Intuit QuickBooks
- Bookkeeping and Basic Accounting
- Reports and Financial Statements
- Visitor Greeting
- Document Filing and Retrieval
- Meeting Agenda Preparation
- Correspondence and Memos
- Office Supplies and Inventory
- Executive Presentation Development
- Reading Comprehension
- Travel Arrangement Management
- Customer Service
- Human Resources Department Processes
- Performance Review Management
- Business Writing
- Meeting Agendas and Minutes
- Special Event Projects & Event Calendar Management
- Proper Phone Etiquette
- Detail-Oriented
- Negotiation
- Service-Orientation
- Problem-Solving
- Flexible outside of normal work hours or to travel
- Confidentiality with Discretion
Timeline
Executive Assistant
Teknion Limited
01.2013 - Current
Executive Assistant
Reliance Comfort LP
01.2006 - 01.2012
Some College (No Degree) - Continuing Education - Marketing I
Durham College
Some College (No Degree) - Continuing Education - Marketing II
Ryerson University
Some College (No Degree) - Continuing Education - Business Administration
Centennial College of Applied Arts And Technology
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