SOPHIE GÉRARD
Ottawa,Canada
Summary
Industrious and forward-thinking Executive Assistant with many years of experience in strategic planning, operational, and administrative requirements. Results-driven and hardworking with skill and resilience to achieve daily operational goals. Focused on maximizing executive productivity by providing exceptional service and coordinating team activities.
Overview
11
11
years of professional experience
Work History
Executive Administrative Assistant
Bank of Canada
Ottawa, ON
06.2023 - Current
- Organized and maintained executive calendars, scheduled meetings, conferences, travel arrangements, and appointments.
- Provided secretarial support to the executive staff including composing correspondence, memos, presentations, reports and other documents as requested.
- Prepared agendas for meetings; took minutes during meetings; distributed meeting notes to appropriate personnel.
- Created spreadsheets using Excel software programs including formulas, macros and pivot tables.
- Coordinated meeting and work schedules for staff teams and executives.
- Managed external contacts and kept track of periodic communication needed for priority actions.
- Created PowerPoint presentations used for diverse business needs.
- Set up meeting and event logistics for senior management and updated calendars.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Managed onboarding process for new hires, ensuring all documentation was completed accurately and in a timely manner.
Executive Assistant to the Dean
University of Ottawa, Faculty of Law
Ottawa, ON
07.2022 - 06.2023
- Scheduled and arranged travel and hotel reservations for meetings, conferences, and seminars.
- Managed and tracked expenses to meet company budget requirements.
- Participated in frequent communication with other administrative team members, human resources, and finance department on special projects and events.
- Tackled and addressed top-level, high-priority issues with professional administrative discretion.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
Executive Assistant to the Vice President
National Capital Commission
Ottawa, ON
09.2021 - 07.2022
- Revised and maintained the master calendar to coordinate meetings across multiple time zones.
- Scheduled and arranged travel and hotel reservations for meetings, conferences, and seminars.
- Opened, read, and replied to emails, letters, and correspondence on behalf of executives.
- Managed daily invoices, reports, and proposals.
- Supervised executive and management calendars, while allocating tasks to the administrative support team for smooth operational flow.
- Participated in frequent communication with other administrative team members, human resources, and finance department on special projects and events.
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
- Coordinated board meetings ensuring agendas are prepared in advance along with minutes taken during each session.
- Collaborated with key stakeholders to develop engaging presentations for conferences and other events.
- Researched potential venues for meetings and events based on budget, location requirements and other factors.
Senior Administrative Assistant
GumDocs
Ottawa, ON
03.2021 - 09.2021
- Managed medical practice administrative needs to provide patient satisfaction.
- Coordinated office schedules for new patients, diagnostic assessments and procedures.
- Helped patients complete paperwork and explained processes and procedures.
- Created and maintained accurate and confidential patient files according to regulatory mandates.
- Scheduled and attended staff meetings and committees to record minutes for future reference.
- Received and distributed incoming fax, mail and parcels to staff to facilitate communication.
- Maintained master calendar and scheduled new appointments based on provider availability.
- Scheduled cleanings and dental appointments for patients using appointment software.
- Gathered medical information, dental health history and vitals from patients.
- Collected payments from patients and arranged payment schedules.
Administrative Assistant to the Directors
Beechwood National Military Cemetery
Ottawa, ON
08.2018 - 03.2021
- Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
- Greeted visitors in a professional manner and directed them to appropriate personnel or offices.
- Processed invoices for payment; tracked payments received from vendors and clients.
- Sorted mail and distributed it to appropriate personnel or departments within the organization.
- Coordinated meeting logistics such as room reservations and catering services.
- Proofread documents before submission; corrected any errors found in grammar or punctuation.
- Prevented scheduling errors by demonstrating strong attention to detail while managing daily calendar and creating weekly or monthly reports and presentations.
- Prepared documents such as memos, letters, reports, spreadsheets and presentations using Microsoft Office applications.
Administrative Support Volunteer
Élisabeth Bruyère Hospital
Ottawa, ON
06.2013 - 09.2014
- Delivered exceptional customer service through direct communication with clients and team members.
- Managed incoming and outgoing mail, filing and meeting coordination.
- Responded to inquiries via email, telephone and social media platforms.
- Answered approximately 20 to 25 phone calls daily and pleasantly welcomed visitors to office.
- Inventoried and ordered supplies to maintain consistent access to required items.
Education
Bachelor of Social Science - Communications And Criminology
University of Ottawa
Ottawa, ON11.2020
Skills
- Administrative Support Specialist
- Travel Administration
- Articulate and Well-Spoken
- Strong Problem Solver
- Calendar and Scheduling Software
- Document Filing and Retrieval
- Report Distribution
- Verbal and Written Communication
- Solid understanding of Excel
- Solid understanding of SharePoint
Timeline
Executive Administrative Assistant
Bank of Canada
06.2023 - Current
Executive Assistant to the Dean
University of Ottawa, Faculty of Law
07.2022 - 06.2023
Executive Assistant to the Vice President
National Capital Commission
09.2021 - 07.2022
Senior Administrative Assistant
GumDocs
03.2021 - 09.2021
Administrative Assistant to the Directors
Beechwood National Military Cemetery
08.2018 - 03.2021
Administrative Support Volunteer
Élisabeth Bruyère Hospital
06.2013 - 09.2014
Bachelor of Social Science - Communications And Criminology
University of Ottawa
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