Summary
Overview
Work History
Education
Skills
Languages
Work Availability
Quote
Timeline
BusinessAnalyst
FAYE C. SOMMERVILLE

FAYE C. SOMMERVILLE

TORONTO,ON

Summary

With over 14 years of dedicated experience as an Executive Assistant, I have consistently delivered high-level administrative support to senior executives. My expertise encompasses a wide range of essential tasks, including travel management, expense tracking, and schedule coordination, all of which have played a pivotal role in bolstering the success of executive teams. My robust communication and organizational skills have been instrumental in my role. As a Senior Executive Assistant, my track record is a testament to my proficiency in orchestrating large meetings and effectively managing vendors. I also excel in document control, presentation development, and providing comprehensive travel support, all of which are vital components of my responsibilities. In addition to these competencies, I offer comprehensive administrative assistance to senior leadership, specializing in calendar management, report preparation, and seamless meeting coordination. I take great pride in my exceptional customer service, problem-solving, and communication abilities, as they consistently contribute to the smooth and efficient operation of the office.

Overview

14
14
years of professional experience

Work History

Senior Executive Virtual Assistant

Virtual Assistant
12.2018 - Current
  • Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for [Number] executives
  • Reconciled and processed expense reports for [Number] internal and field personnel
  • Provided administrative support to senior leadership and members of executive board while maintaining confidentiality
  • Managed complex calendar scheduling with focus on proper allocation of executive availability
  • Assisted senior management with major initiatives and projects
  • Handled scheduling and logistics planning for conferences and monthly meetings
  • Screened incoming mail, publications and other correspondence directed to management team members
  • Contributed to smooth business operations by planning and organizing meetings and conferences
  • Processed travel expenses and reimbursements for executive team and senior management group
  • Created expense reports, budgets, and filing systems for management team
  • Screened calls and emails and responded accordingly to support executive correspondence
  • Coordinated and executed special projects
  • Maintained confidential, administrative support to executive team and members of board of directors
  • Created regular reports and updated internal databases
  • Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale
  • Created appropriate documentation for members of board and senior leadership before meetings
  • Transcribed meeting minutes to support sales, business development and senior management teams
  • Researched, proposed, and implemented vendor agreements to decrease costs and improve services
  • Managed external contacts for CEO and kept track of periodic communication needed for priority contacts

Executive Assistant

Canadian Mental Health Association, CMHA
08.2018 - 12.2018
  • Provided essential administrative support within the Canadian Mental Health Association (CMHA) as an Executive Assistant, focusing on the Bounce Back Program at CAMH in the York Region
  • Effectively managed scheduling and administrative tasks for a team of four Bounce Back coaches, optimizing their efficiency
  • Proactively initiated contact with program referrals from physicians, streamlining telephone assessments for timely service delivery
  • Demonstrated strong organizational skills by meticulously coordinating coaches' calendars based on their availability
  • Acted as a proficient liaison between CMHA staff and medical professionals, ensuring the accurate and complete handling of patient information
  • Displayed attention to detail and commitment by preparing letters for program participants and collaborating with medical professionals to enhance the delivery of vital mental health services.
  • Handled confidential and sensitive information with discretion and tact
  • Created and managed office systems to efficiently deal with documentation

Executive Assistant / Business Officer

University of Toronto
Toronto, ON
01.2010 - 03.2017
  • Provided integral support to the University of Toronto's Office of Advancement as the Advancement Assistant and Business Officer
  • Demonstrated financial acumen by meticulously reconciling office accounts, monitoring budgets, and delivering detailed reports to the Executive Director, contributing to efficient financial stewardship
  • Effectively managed expenses, processed invoices, debit memos, purchase orders, and staff expenses, while overseeing hiring and payments for casual staff and students, ensuring financial operations ran smoothly
  • Excelled in front-line customer service, promptly addressing inquiries and guiding visitors to enhance the office's professional image
  • Handled confidential and sensitive information with discretion and tact
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
  • Organized and coordinated conferences and monthly meetings
  • Processed travel expenses and reimbursements for executive team and senior management group
  • Answered high volume of phone calls and email inquiries
  • Screened calls and emails and responded accordingly to support executive correspondence
  • Screened calls and emails and initiated actions to respond or direct messages for managers
  • Used advanced software to prepare documents, reports, and presentations
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data
  • Facilitated training and onboarding for incoming office staff
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events
  • Conducted research and analyzed data to provide detailed reports on various business topics
  • Updated spreadsheets and created presentations to support executives and boost team productivity
  • Transcribed meeting minutes to support sales, business development and senior management teams
  • Developed and maintained automated alert systems for important deadlines
  • Filed paperwork and organized computer-based information
  • Updated and maintained confidential databases and records
  • Worked with senior management to initiate new projects and assist in various processes
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
  • Created and managed office systems to efficiently deal with documentation
  • Coordinated events and worked on ad hoc projects
  • Handled incoming and outgoing mail, email and faxes
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
  • Took notes and dictation at meetings
  • Screened personal and business calls and directed to appropriate party
  • Upheld strict timetables by maintaining accurate, balanced calendars
  • Skilled at working independently and collaboratively in a team environment.
  • Self-motivated, with a strong sense of personal responsibility.

Education

MOS Certification, Microsoft Office -

CDI College of Business & Technology
Toronto, ON

Bachelor of Arts - English & Psychology

York University
Toronto, ON

Business Administration, Secretarial Administration, Psychology, English & Law

Ryerson University
Toronto, ON

Skills

  • Complex Problem Solving
  • Strong Communication Skills
  • Collaborative Teamwork
  • Confidentiality & Discretion
  • Exceptional Organizational Skills
  • Problem-Solving & Decision-Making
  • Strategic Thinking
  • Board & Committee Support
  • Crisis Management
  • Executive C-Level Support
  • Travel Coordination
  • Calendar Management
  • Time Management
  • Event Coordination
  • Budgeting & Expense Management
  • Meeting Facilitation
  • Document Management
  • Remote Work Collaboration
  • Decision-Making
  • Recordkeeping
  • Conflict Resolution
  • Analytical and Critical Thinking
  • Project Planning
  • Executive Calendars
  • Conflict Management
  • Research Abilities
  • Advanced MS Office Suite Proficiency
  • Employee Training
  • Meeting Agendas and Minutes
  • Business Correspondence
  • Social Media Knowledge
  • Excel Spreadsheets
  • Mail Handling
  • Executive Leadership
  • Office Administration
  • Travel Accommodations
  • Administrative Support Specialist
  • Conference and Meeting Planning
  • Schedule Planning
  • Inquiry Requests
  • Report Generation
  • Data Acquisition
  • Employee Timesheet Processing
  • Internal and External Communications
  • Customer Satisfaction
  • Administrative Skills
  • Invoice Preparation
  • Appointment Setting
  • Board of Directors Support
  • Customer Inquiries
  • Departmental Support
  • Office Supplies and Inventory
  • Personnel Scheduling
  • Reimbursement Management
  • Bookkeeping
  • Payroll
  • Accounting
  • Filing

Languages

English
Native or Bilingual

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote

Success is not final; failure is not fatal: It is the courage to continue that counts.
Winston S. Churchill

Timeline

Senior Executive Virtual Assistant

Virtual Assistant
12.2018 - Current

Executive Assistant

Canadian Mental Health Association, CMHA
08.2018 - 12.2018

Executive Assistant / Business Officer

University of Toronto
01.2010 - 03.2017

MOS Certification, Microsoft Office -

CDI College of Business & Technology

Bachelor of Arts - English & Psychology

York University

Business Administration, Secretarial Administration, Psychology, English & Law

Ryerson University

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FAYE C. SOMMERVILLE