DEBORAH THIEL

General Executive Assistance

• Gatekeeper, manage and prioritize executives’ time
• Monitor flow of communications, internally and externally, and at all levels
• Proactively manage calendars, keep free of conflicts
• Manage invitations to meetings that could be delegated to a subordinate.
• Provide reminders of meetings and any preparations required;
• Task management, tracking and follow-up
• Provide administrative services, including expense reports; drafting, editing, proofreading
  documents/presentations/communications;
• Maintain Executive filing and storage in SharePoint and Teams, etc.;
• Coordinate meetings (onsite or offsite) that include planning and organizing materials,
  presentations, booking meeting rooms, venue selection/set up, and food and beverage arrangements;
• Screen incoming emails, responding where appropriate;
• Participate in meetings, take meeting minutes/summaries, follow-up on action items;
• Manage/Support special projects as assigned
• Research various topics, tools, etc, as required

Strategic Assistance

• Work with executives to prioritize business strategies and growth opportunities
• Provide recommendations to senior leadership on improvements
• Research opportunities, gaps, and risks, and presenting to executive team
• Establish the best way to track performance and keep teams on track towards their goals
• Contribute insight, ideas, and opinions
• Strategic planning, execution, and tracking assistance
• Serve as liaison with staff, executives, and other senior leaders regarding company climate, employee well-being, and planning
• Assist with budget planning exercise and tracking expenses

• Oversee day-to-day operation of company
• Contribute to strategic initiatives and work with senior leadership to prioritize business strategies
• Provide recommendations to senior leadership on improvements to process and procedure
• Research opportunities, gaps, risks, and potential mitigations and present to senior leadership
• Build and develop relationships with all employees for increased efficiency and responsiveness
• Drive forward and manage key initiatives, as assigned, and independently own special projects
• Serve as subject matter expert, handling inquiries and developing action plans to address them, and assisting with preparation and dissemination of communications
• Develop, review, and improve administrative systems, policies, and procedures
• Ensure complete and consistent document management for all administrative functions
• Manage office space, supplies, and equipment requirements, from procurement to deployment
• Human capital program creation, implementation, and management
• HRMS selection, implementation and management
• Benefits administration
• Manage relationship and scope of work with IT managed services partner
• Onboard/offboard employees, maintain equipment inventory, general troubleshooting, looping in managed services team as required
• Liaise with Accountants to ensure appropriate information is shared with respect to monthly bookkeeping, payroll, and taxes
• Manage annual planning and budgeting process and manage administrative budget (IT, HR, administration, and accounting
• Apply strong governance practice into planning and execution of governance function
• Manage corporate records, including shareholder register and minute book
• Handle company share transactions, including purchases, sales, transfers, and issuance or cancellation of share certificates
• Manage logistics for Board meetings: schedule meetings; draft agendas and resolutions, develop materials, and accurately record minutes and actions items

• Managed the administrative tasks associated with the office of the President & COO, the Chief Supply Chain Officer, and the Vice President, Sales, including appointments, meetings, several email inboxes, scheduled tasks, expenses, travel arrangements, document preparation, editing and proofreading, report compilation, and presentation preparation.
• Managed the leadership team weekly meeting, including preparing the agenda, taking detailed meeting minutes, and recording and following up on assigned action items
• Collaborated with the other Executive Assistants by implementing the administrative SharePoint site to create, share, and collaborate on documents and reports; solve problems; improve processes, workflows, and overall efficiency; and ensure consistent and accurate messaging
• Edited and proofread press releases and other external communications, internal communications to staff, as well as various reports and documents
• Launched and Co-Chaired the Calgary office’s Joint Health & Safety Committee.

• Founder & CEO
• Represented the Founder & CEO in all administrative aspects of her businesses (Fairway Divorce Solutions, Bumble Bees Venture Capital, The Karen Stewart Group), and many in her personal life
• Managed administrative tasks associated with the office of the CEO, including appointments, meetings, several email inboxes, scheduled tasks, expenses, travel arrangements, document preparation, editing and proofreading, and presentation preparation
• Assisted Corporate Secretary with managing corporate governance, including Annual General Meetings and regular Board Meetings.

• Managed the administrative tasks associated with the Offices of the CFO, CCO, and VPs, including appointments, meetings, email, scheduled tasks, expenses, travel arrangements, document preparation, editing and proofreading, and presentation preparation
• Monitored and managed involvement with and commitments to board, board committees, CEO, and Leadership Team
• Managed agenda, pending agenda, logistics and scheduling for leadership meetings, Risk Committee meetings, Audit Committee meetings
• Events and donations planning: annual United Way campaign manager, holiday events, charity events, Christmas Card Fund, community investment contributions
• Managed company’s service award program on behalf of Human Resources, including gift catalog, preparation of achievement certificates, communication with award recipients and management, and ensured service award gifts were delivered in a timely manner
• Assisted Human Resources with creation of various forms, including requirements gathering, process documentation and improvement, and automation of distribution and data collection
• In January 2014, Office Management duties were delegated to the Receptionist, in favour of focusing on more strategic support of the organization’s executive team
• This transition included continued support for the CFO, and added supporting Chief Commercial Officer, VP Legal/Chief Counsel, and VP Supply Development
• Office Management Duties:
• Lease and Sublease management, working with real estate brokerage firm
• Liaised with all pertinent vendors/organizations including office supply vendors, building management, interior design and construction and maintenance companies, HVAC providers, janitorial services providers, etc
• Supervised Office Coordinator and Receptionist
• Delegated administrative and facility management tasks for completion/follow-up
• Coordination of work to encourage consistency of messaging and avoiding duplication of effort
• Staffing/recruitment, goal-setting, and performance management
• Coordinated office safety program for the Calgary Office
• Provided guidance/ recommendations to management on facility management projects and issues
• Directed and executed continuous improvement and implementation of best practices in administrative support and office management services

• Support the CIO in day-to-day operations of the office of the CIO and IT Branch
• Represent CIO/IT Branch to internal and external parties in a professional manner
• Managed administrative tasks associated with the office of the CIO, including appointments, meetings, email, tasks, expenses, and travel arrangements
• Managed the CIO’s commitments to the Chairman, Chief Operations Officer, Executive Operations Team, Enterprise Delivery Team, and Board Committees
• Monitored and managed the CIO’s involvement and commitments external to the ERCB, including but not limited to government and non-government CIO councils and advisory committees
• Managed the agenda, pending agenda, logistics and scheduling for management meetings

• President & CEO
• Maintained corporate knowledge libraries and archives, corporate planning routines and calendar
• Monitored operating and capital budgets, as well as purchasing authorizations
• Maintained the appointments, meetings, email, flow of communication, and follow-up for the office of the President & CEO
• Assisted the President & CEO with regular reports to the board of directors and shareholders
• Assisted with the preparation and review of operating agreements, and other legal documentation
• Stewarded relationships with clients, vendors, shareholders, investors, bankers, fund managers