Kate Cotman
Ottawa
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent and team environments.
Overview
6
6
years of professional experience
Work History
Acting Executive Assistant to the Minister
Infrastructure Canada
03.2024 - Current
- Managing the schedule of a federal Cabinet Minister.
- Creating and editing meeting invitations using Outlook.
- Liaising with stakeholders, government officials, departmental officials, and other Minister's offices via email and phone calls.
- Chairing the daily team meeting with the Minister's office.
- Processing all travel claims for the Minister, Chief of Staff and exempt staff.
- Signing and tracking outgoing Ministerial correspondence with the permission of the Chief of Staff.
- Maintaining confidentiality with sensitive documents and information.
- Improving efficiency by implementing new processes.
Administrative and Scheduling Assistant
Infrastructure Canada
09.2023 - 03.2024
- Tracking correspondence and invitations moving in and out of the Minister's office via Excel.
- Providing invitation and outstanding correspondence reports to Minister's exempt staff.
- Processing travel requests and reimbursements for the Minister and Minister's exempt staff.
- Processing Human Resources requests for Minister's exempt staff.
- Monitoring voicemails and taking appropriate action as needed.
- Processing I.T. requests for Minister's exempt staff.
- Assisting in the management of a shared inbox.
- Electronic and hard copy filing.
- Liaising with Minister's exempt staff via email and in person.
- Proving general administrative support to Minister's exempt staff and departmental staff.
Administrative Assistant
Infrastructure Canada
11.2022 - 09.2023
- Tracking all taskings moving in and out of the Assistant Deputy Minister's office via Excel.
- Managing incoming and outgoing correspondences, meeting packages and HR documents via WebCIMS software.
- Managing incoming Access to Information requests.
- Assisting with the management of the Assistant Deputy Minister's calendar and meeting files in the absence of the Executive Assistant.
- Electronic and hard copy filing.
- Liaising with other branches in the department to gather information on meetings and taskings.
- Assisting with the tasking out to other branches in the department for various materials.
- Training staff within the branch on the use of WebCIMS software (informal).
Educational Assistant
Ottawa Catholic School Board
09.2020 - 08.2022
- Delivered personalized educational, behavioral, and emotional support to individual students to enable positive learning outcomes.
- Supported student learning objectives through personalized and small group assistance.
- Oversaw students in classroom and common areas to monitor, enforce rules, and support lead teacher.
- Oversaw groups of students at school and off-site locations, maintaining optimal safety, and security.
- Reported on student progress, behavior, and social skills to parents.
- Tailored lesson plans for students with emotional and cognitive disabilities.
- Provided behavioral, academic and emotional support to students with various needs.
Sales Associate
Steven Madden
01.2020 - 04.2020
- Organized racks and shelves to maintain store visual appeal, engage customers, and promote specific merchandise.
- Helped customers locate products and checked store system for merchandise at other sites.
- Managed returns, exchanges and refunds in accordance with store policy.
- Answered customer questions about sizing, accessories, and merchandise care.
- Maintained calm demeanor and professionally managed issues in busy, high-stress situations.
- Solved customer challenges by offering relevant products and services.
- Accurately processed POS transactions, returning coin, currency, payment cards, and receipts to customers.
- Prioritized helping customers over completing other routine tasks in store.
Student Placement
Roberts Smart Centre
09.2019 - 03.2020
- Completed necessary reports and documentation to maintain thorough, accurate case records.
- Provided guidance and advice to youth, supporting navigation of diverse personal and social issues.
- Contributed to development of individualized plans to support youth goal achievement.
- Organized and facilitated recreational activities to engage youth in positive, team-building experiences.
- Supported and mentored students in developing skills to become successful in community.
- Collaborated with parents, teachers and professionals to drive youth program outcomes.
- Monitored progress towards service plan goals.
Student Placement
Ottawa Catholic School Board
09.2018 - 04.2019
- Delivered personalized educational, behavioral, and emotional support to individual students to enable positive learning outcomes.
- Partnered with teacher to plan and implement lessons following school's curriculum, goals, and objectives.
- Oversaw students in classroom and common areas to monitor, enforce rules, and support lead teacher.
- Assisted classroom teacher in supervising snack time and indoor and outdoor play.
- Collated classroom materials to help teachers prepare for daily instruction and activities.
- Tailored lesson plans for students with emotional and cognitive disabilities.
- Prepared instruction materials, constructed bulletin boards, and set up work areas.
Education
Advanced Diploma - Child And Youth Care
Algonquin College
Ottawa, ON04.2020
Skills
- Critical Thinking
- Calendar Management
- Database Administration
- Customer and Client Relations
- Self Starter
- Spreadsheets
Timeline
Acting Executive Assistant to the Minister
Infrastructure Canada
03.2024 - Current
Administrative and Scheduling Assistant
Infrastructure Canada
09.2023 - 03.2024
Administrative Assistant
Infrastructure Canada
11.2022 - 09.2023
Educational Assistant
Ottawa Catholic School Board
09.2020 - 08.2022
Sales Associate
Steven Madden
01.2020 - 04.2020
Student Placement
Roberts Smart Centre
09.2019 - 03.2020
Student Placement
Ottawa Catholic School Board
09.2018 - 04.2019
Advanced Diploma - Child And Youth Care
Algonquin College
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