Kara Wilson
North York,Canada
Summary
A skilled Executive Assistant & trusted partner with over 12 years of experience supporting C-Suite Executives across high-performing organizations. My most current role at Enable I have been managing complex scheduling across multiple time zones, coordinating international travel, and facilitating team-building initiatives beyond simple logistics. Proficient in handling sensitive information with discretion and supporting HR processes such as performance reviews and progression planning.
Adept at fostering collaboration and ensuring operational efficiency, contributing to the success of company-wide initiatives like annual marketing events. My sharp judgment, professionalism, and organizational prowess consistently empower colleagues to deliver at their best. I bring exceptional discretion and an ability to mobilize support at a moment’s notice, making me an invaluable partner to compliance, governance, and executive operations. I feel my steadfast, collaborative presence, and contributions have consistently made a meaningful impact on morale, efficiency, and company-wide initiatives such as annual marketing events, quarterly board meetings, performance reviews, and internal audits.
Overview
12
12
years of professional experience
Work History
Executive Assistant
Enable
08.2023 - 09.2025
- Workload was shared among the executives noted above
- Extensive calendar management across cross function teams in four time zones.
- Travel booking and coordination for Canada, USA, Europe, & Australia.
- Expense submission for executives, as well as approval for direct reports.
- Team building events, lunches, dinners and department leader offsites as needed.
- Streamlined communication between departments, enhancing collaboration and information sharing.
- Coordinated executive schedules, managing appointments and travel arrangements to optimize time management.
- Weekly & Monthly team meetings and one on one’s to ensure deadlines are met and teams are being properly supported and heard.
- Support in senior management expectations to offset urgent requests.
- Schedule support for HR team for bi-annual progression and performance reviews for entire company.
- Annual Marketing customer rebate events (Catalyze & Elevate) onsite support to the marketing team, executives, board members and guest speakers.
- Coordination for CFO with Revenue to ensure ghost sales emails and meetings are sent and scheduled in an efficient manner.
- Oversight of confidential HR and Finance information, mitigating risk by using professional discretion and building trust.
- President
- Chief Human Resources Officer
- Chief Financial Officer
- Chief Marketing Officer 08/2023 until his departure
Executive Assistant
Capital Developments
11.2018 - 05.2023
- Directing and responding to correspondence and telephone inquiries on behalf of the Co-CEO’S and general office.
- Maintaining and coordinating corporate calendar, including scheduling meetings and conference calls, preparation of meeting materials and related tasks (Zoom, MS Teams etc.).
- Work of a confidential and/or complex nature, necessitating exposure to sensitive information and contacts requiring discretion, sound judgment, tact, and diplomacy.
- Document execution: ensuring the execution of documents, cheques and resolutions in a timely fashion and that materials are returned to the appropriate people both internally and externally.
- Tracking and processing invoices, expense reports and benefit claims for the Managing Partners.
- Booking and managing travel arrangements, resolve conflicts as they occur; Provide administrative accounts payable and accounting support for the office; Organizing work-related events on behalf of the Partners and company.
- Utilize sound, independent judgment within established procedures, policies and objectives in decisions affecting projects and initiatives.
- Organize and maintain electronic and where required paper files.
- Office administration and management, including but not limited to greeting all guests, boardroom maintenance, ensure appropriate office supply inventory, and file and organize office documentation.
- Co-CEO’s
Executive Assistant
Cadillac Fairview
08.2015 - 11.2018
- Coordinate travel arrangements including scheduling flights, hotel and car rental bookings for Senior Vice President and Vice President and team.
- Prepare, edit, and format highly confidential documents including but not limited to correspondence, reports, presentation, and agreements in a timely and accurate manner.
- Process invoices and employee expense reports for Senior Vice President and Vice President and team.
- Provide and maintain courteous, professional, and efficient service to internal and external clients by responding to requests for information and redirecting inquiries beyond own scope of expertise to maintain good levels of customer service.
- Organize and maintain filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary.
- Other responsibilities as assigned.
Administrative Assistant, Director of Property Operations
Cadillac Fairview
04.2013 - 08.2015
- Provide all necessary administrative support for the operations department director, managers, and supervisors including but not limited to distribution of mail, calendar management, taking of meeting minutes, correspondence, etc.
- Coordination of procurement requirements for the annual audit resulting in a zero-issue review for 2013 and 2014 internal audit.
- Management of department invoice/accrual process monthly, as well as fiscal year end, including coding invoices for distribution as per delegated authorities.
- Creation of financial comparisons for aid in capital budget approval by defining and/or clarifying head office chargebacks along with account allocation and its impact on operating costs and budget.
- Created customized reports while entering/tracking all Head Office charges for annual department budget meetings to reflect necessary changes for senior management review resulting in a more streamlined and efficient process.
- Coordination of daily calendar, events, and deadlines for department of 14 at property and portfolio levels.
- Preparation of required correspondence, Service Contracts, Consulting Agreements etc.
- Provide internal/external board meeting administrative support as needed (scheduling with internal/ external groups, meeting minutes, catering).
- Complete and submit monthly expense reports for senior managers for prompt reimbursement.
- Re-organization CF record management for Operations filing system.
- Maintenance of department files (organization, shredding, and labeling, record management.
- Process of all departmental mail, for proper distribution to corresponding co-workers along with in- coming and out-going couriers to ensure deadlines are met in a timely fashion.
Education
College of Administrative Professionals -
01.2023
Highschool Diploma - undefined
01.2005
Skills
- Critical Thinking
- Administrative Oversight & Allocation
- Clear and concise communication
- Department Budget Preparation
- Proficient financial software (Ramp, Concur)
- Recordkeeping and Documentation
- Executive Schedule Management
- Word, Excel, Zoom, Teams, GMail, DocuSign, Confluence, Slack
Languages
English
Native or Bilingual
PREVIOUS WORK HISTORY 2003 - 2012
- Various roles please see LinkedIn profile
- Linkedin.com/in/kara-wilson-7784a657
EDUCATION/TRAINING
- Trained in Word, Excel, Financial systems
- Executive Leadership Support Training Forum
- Taxation training
- Internal audit/ Procurement training
Timeline
Executive Assistant
Enable
08.2023 - 09.2025
Executive Assistant
Capital Developments
11.2018 - 05.2023
Executive Assistant
Cadillac Fairview
08.2015 - 11.2018
Administrative Assistant, Director of Property Operations
Cadillac Fairview
04.2013 - 08.2015