Chantal Sullivan
Ottawa,ON
Summary
Well-qualified Executive Assistant with proven success in improving operations and solving problems. Highly proficient in building lasting relationships with key decision makers, customers and team members to further company goals. Ready to leverage training and experience to take on new professional challenges.
Overview
20
20
years of professional experience
Work History
Human Resource Coordinator
NRC
09.2018 - Current
- Complete new hire onboarding process
- Prepare offer letters, extensions letters, end of term letters
- Entering candidates/employees’ information in SAP
- Create and maintain org charts for 3 clients
- Preparing employment posters for co-op students
- Review security forms for new employees as well as renewal forms (Secret II)
- Complete administrative projects with minimal supervision, handle confidential records and maintain high level of confidentiality
- Prepare various reports using SAP.
Executive Assistant to Director of Finance
St. Lawrence Seaway Management Corporation
07.2023 - 01.2024
- Provide support to department leader(s) in planning and time management
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Respond to internal and/or external inquiries
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Organized and coordinated conferences and monthly meetings.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Ensure efficient management of files such as invoices, expenses as well as updating of electronic and physical files
Logistic Officer
Stats Canada
06.2018 - 09.2018
- Setting up meetings with clients
- Drafting and reviewing various administrative documents
- Reviewing registration forms
- Preparation for conference services, setting-up audio-visual requirements.
Recruitment and Selection Coordinator
House of Commons
05.2017 - 05.2018
- Creating job poster through NOVI and TAMS
- Entering candidate/employees’ information in Peoplesoft
- Setting up and conducting interviewed
- Meeting with candidates and administering exams.
Executive Assistant to the President
Louis Bray Construction
03.2015 - 04.2016
- Monitoring budgets, providing up-to-date numbers, creating and running numerous reports
- Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
- Enhanced executive efficiency by managing and prioritizing the President's daily schedule, appointments, and travel arrangements.
- Facilitated seamless communication between the President and key stakeholders, ensuring timely responses to emails and phone calls.
- Prepared comprehensive briefing materials for meetings, enabling informed decision-making by the President.
- Planning, initiating and coordinating events for senior level meetings including scheduling and agendas
- Coordinating logistics of hospitality and travel, as well as preparing travel expense reports
- Provide administrative, financial, human resources and operations related services for a senior official’s office
- Drafting, reviewing and managing executive correspondence.
Payment Service Officer
Service Canada
01.2013 - 01.2015
- Reporting to the Team Leader, provide knowledge and information regarding CPP/OAS Benefits
- Tactfully managed difficult or emotional customers
- Listened patiently to and empathized with customers
- Always conveyed a genuine desire to help and supported customer.
HR - Executive Assistant
Royal Canadian Mint
- Maintained accurate records of employee performance evaluations, promotions, and terminations to ensure legal compliance.
- Facilitated benefits administration tasks such as enrollment, changes, and terminations with accuracy and attention to detail.
- Maintained confidentiality of sensitive personnel information while handling various HR-related administrative tasks daily.
- Supported executives with scheduling, travel arrangements, and meeting preparation to maximize efficiency and productivity.
Executive Assistant to the Managing Director
Ottawa Light Rail Transit (OLRT), SNC LAVALIN
01.2012 - 01.2013
- Enhanced office efficiency through meticulous organization and prioritization of tasks.
- Organized special events and conferences, coordinating logistics from venue selection to attendee registration with great attention to detail.
- Managed travel arrangements, anticipating needs and addressing potential issues proactively to ensure smooth trips for the Managing Director.
- Providing administrative, financial, human resources and operations related services for a senior official’s office
- Safeguarded sensitive information by implementing strict confidentiality protocols and secure filing systems.
- Enhanced team collaboration by scheduling and preparing for staff meetings, ensuring all necessary resources were available.
- Coordinating the logistics of hospitality and travel, as well as preparing travel expense reports
- Drafting, reviewing and managing executive correspondence, memos and various administrative documents
- Time entry and submitting invoices for payment.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
Operations Manager
Hill & Knowlton
01.2011 - 01.2012
- Manage a multi-disciplinary team and office administration (attendance reports, orientation for new employees, seating charts etc.)
- Supervised operations staff and kept employees compliant with company policies and procedures.
- Handled staff training initiatives aimed at upskilling the workforce to meet dynamic industry demands.
- Assisted in recruiting, hiring and training of team members.
- Experience in strategic planning, in project management and in implementing business plans, processes and tools
- Experience in tracking and reporting on budget and expenditures and identifying variances from forecasts.
Executive Assistant to the Managing Director
SNC Lavalin O&M
01.2006 - 01.2011
- Managed an office of 100 employees (multi-disciplinary) locally as well as overseeing all our offices across Canada
- Managed travel arrangements, anticipating needs and addressing potential issues proactively to ensure smooth trips for the Managing Director.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Assisted in decision-making processes by preparing comprehensive research reports on various topics.
- Coordinated logistics for high-level meetings, ensuring a seamless experience for all attendees.
- Supervisor of administrative assistant staff
- Experience in strategic planning, in project management and in implementing business plans, processes and tools
- Experience working in an internal audit unit
- Tracking and reporting on budget and expenditures and identifying variances from forecasts
- Assessing issues or problems and making recommendations to senior management
- Organizing and participating in monthly meetings with our senior teams across Canada
- Organizing golf charity tournament, overseeing Christmas party and other office events
- Acting as liaison with internal and external partner/client
- Managed co-op and summer intern arrivals and departures
- Providing orientation to new staff across Ottawa and overseeing all expense claims
- Tracking new hire, assigning space and adding to lists
- Preparing recruitment and termination packages.
Business Owner
Trade Secrets
01.2004 - 01.2006
- Opened the first franchise store in Ottawa
- Provided Customer Service as well as esthetic services
- Responsible for payroll as well as monthly, quarterly and yearly financial reports
- Ensured all payroll information and records were maintained in accordance with statutory requirements
- Provided guidance and support to all new staff
- Collected and processed payment, issuing refunds and reconciled payments with transactions
- Dealt with difficult and pleasant customers
- Responsible for the accounting.
Education
Business Administration diploma -
La Cite Collégiale
04.1992
High school graduate diploma -
Cite Des Jeunes
06.1990
Skills
- Microsoft Office Suite
- Internet
- Administrative Skills
- Outlook
- Excel
- PowerPoint
- TAMS
- NOVI
- SAP
- SuccessFactor
References
References available upon request.
Timeline
Executive Assistant to Director of Finance
St. Lawrence Seaway Management Corporation
07.2023 - 01.2024
Human Resource Coordinator
NRC
09.2018 - Current
Logistic Officer
Stats Canada
06.2018 - 09.2018
Recruitment and Selection Coordinator
House of Commons
05.2017 - 05.2018
Executive Assistant to the President
Louis Bray Construction
03.2015 - 04.2016
Payment Service Officer
Service Canada
01.2013 - 01.2015
Executive Assistant to the Managing Director
Ottawa Light Rail Transit (OLRT), SNC LAVALIN
01.2012 - 01.2013
Operations Manager
Hill & Knowlton
01.2011 - 01.2012
Executive Assistant to the Managing Director
SNC Lavalin O&M
01.2006 - 01.2011
Business Owner
Trade Secrets
01.2004 - 01.2006
HR - Executive Assistant
Royal Canadian Mint
Business Administration diploma -
La Cite Collégiale
High school graduate diploma -
Cite Des Jeunes