Yorleny Ramirez
Grande Prairie,AB
Summary
A dynamic leader with a passion for administrative excellence. Highly organized and successful at managing multiple priorities that provide critical and advanced support to members of the team and organization. Willingness to take on added responsibilities to meet team objectives. Proven track record of maintaining and developing efficient functioning of an office/department. Comprehensive administrative experience supporting senior-level executive members of the public and private sector.
Overview
13
13
years of professional experience
Work History
Executive Assistant
Director General, Government Of Canada
05.2022 - Current
- Provide executive administrative support to the Director General that includes but is not limited to administrative support, coordinating travel, arranging and preparing internal and external meetings and various operational activities.
- Coordinate all meeting requirements including scheduling, collection and preparation of background material, administration of reports, coordinating minutes and oversight of tracking action items.
- Organize and manage all Board and Committee meeting materials to appropriate depositories using various applications – such as OneDrive, SharePoint, and Knowledge Workspace.
- Develop surveys using various Microsoft Suites applications, and calendar polls to coordinate internal/external meetings.
- Lead and develop an annual training/learning and development plan for approximately 40 administrative members.
- Chair the Regional Administrative Committee - a forum to facilitate discussions to improve departmental processes, and develop opportunities for learning and development.
- Develop strong working relationships with the senior management team and their support staff to create a positive and inclusive workplace.
- Prepare and review the format, content and grammar of documents, reports, presentations, and email correspondences before executive approval.
- Prepare notes, presentation decks, corresponding emails, and background information using various Microsoft Office applications such as OneNote, and PowerPoint.
- Support the executive with seeking input on operational and financial concerns received through the executive's inbox to respond effectively with appropriate content.
- Adhere to all departmental/branch policies, procedures, and directives.
- Respond to ATIP requests – Access to Information - disseminate information and regional collect responses.
- Updated and maintained confidential databases and records.
- Prepare domestic and international travel for the executive; prepare itineraries; process travel requests and expense claims - manage travel budget.
- Develop and revise existing internal administrative/office processes, and procedures to improve the efficiency of workflow and deliverables.
- Plan and coordinate yearly executive conference and speaker attendance.
- Screen calls, and emails and initiated actions to draft replies accordingly to support the executive.
- Update spreadsheets and databases to track, analyze, and report executive office budgets.
- Facilitate onboarding training for newly hired Administrative staff of the office.
- Utilize internal resources and tools such as Microsoft Suites to prepare documents, reports, and presentations.
- Support business and hospitality needs of corporate partners and staff during meetings and company events.
- Conduct research and analyze data to provide detailed reports on various business topics/files.
- Record and transcribe meeting minutes of various committee, internal, and external meetings.
- Liaise with senior management and advisors to initiate new projects and assist in various interdepartmental processes.
- Streamline office operations and prioritize tasks, allowing executive and senior staff to increase productivity.
- Coordinate internal/external events and worked on ad hoc projects.
- Organize logistics and materials for external (stakeholder, industry, academia) meetings for later dissemination to key stakeholders.
- Provide ad hoc support on various special projects of varying degrees of complexity.
- Support the development of reports, correspondence, executive summaries and newsletters.
Administrative Assistant
City of Grande Prairie
02.2020 - 05.2022
- Provided administrative support to the City Clerk, Legislative Services and Facility Maintenance Department.
- Managed, organized and maintained the City's contracts and agreements within the Legislative services department and the Facilities department.
- Established effective records management processes for the FOIP department; developed and applied new procedures and best practices for effective records and file tracking and management using SharePoint/OneDrive.
- Applied discretion in resolving ad hoc concerns from internal & external clients on matters related to contracts & agreements
- Prepared docs, processed information requests and managed physical and digital FOIP files on behalf of the FOIP Coordinator.
- Liaised with internal and external clients to improve collaborative project deliverables.
- Collaborated with various departments to improve the application of FOIP policies and procedures. Renewed existing processes and improved internal procedures of various interdepartmental activities such as video surveillance, technology use, and forms and applications. Explored amendment of existing bylaws and policies to align with the most recent Municipal/Provincial Acts.
- Developed, implemented, and organized internal FOIP video surveillance training and development for city staff.
- Liaised with city departments to develop and improve the efficiency of internal and external media communications resources that applied to the FOIP Act.
- Collaborated with various departments to develop templates, fillable PDFs, and forms to enhance the collection of personal information on city activities.
- Developed and launched the City’s 2022 Municipal Election Webpage; organized and managed website content during the 2022 City’s Election.
- Managed the Legislative Services internal/external web pages/content.
- Provided direct support to the City Clerk - drafted agendas and delivered records of discussions for Council Meetings.
- Assisted with the administrative preparations for Election Day. Preparing onsite logistics, coordinating onsite security, organizing day activities, and supporting media requests.
- Prepared and submitted procurement and services requisitions. Processed invoices, consolidated discrepancies, and submitted service entries and expenditures on the FDMS portal.
- Implemented a revised record filing system for the Legislative Services - FOIP department to improve document organization and management.
- Developed departmental and administrative strategies to improve the sharing of internal documents within the organization and improve the efficiency of approval requests - reducing time and resources.
- Managed the department's budgets and reviewed financial reports to provide input on fiscal year budget allocations/differentials.
- Provided timely and effective responses to inquiries and went above and beyond to accommodate unusual/ad hoc requests from internal and external members.
- Interacted with vendors, contractors and professional services personnel on site, to deliver expectations of projects at hand.
- Delivered accurate time-sensitive financial reporting of requisitions, purchase orders, and invoices for Financial officer review and approval.
- Review financial coding for incoming invoices from various departments to ensure the accuracy of coding.
- Collected and compiled data to complete reports for procurement, facility maintenance services, and payroll monthly.
- Responded to maintenance requests; generated weekly facility maintenance reports to verify and consolidate coding applied to payroll purposes.
- Liaised with contractors and maintenance staff to coordinate and generate work orders to efficiently deliver services to city buildings and facilities.
- Co-chaired the City Hall Joint Health & Safety Committee – managed all health & safety-related correspondences, initiatives, inspections, safe work procedures, and hazard assessments.
- Managed Red Binder Keeper responsibilities; prepared health & safety-related correspondences, launched health & safety initiatives such as monthly OHS Newsletters & videos to promote workplace safety and awareness, led site inspections, and prepared mock OHS events and drills.
- Managed all Health and Safety communication channels for City Hall; creating a TEAMS channel, developing procedures for the management of meeting agendas and minutes records, and liaising with the Health and Safety department to comply with directives
- Provided BisTrainer (external facing health and safety platform) support to Administrative staff as an administrative lead.
Administrative Assistant
Student Services/Research Department
04.2019 - 02.2020
- Proficiently managed theDirector’s daily calendar to improve day-to-day work-life balance and to meet the increasing demands of internal and external meetings and travel.
- Managed the correspondence of the Director's inbox - drafted correspondences and responded to urgent time-sensitive inquiries.
- Coordinated local and international travel for the Director; coordinated travel and built itineraries to ease travel stressors.
- Chaired the department's Management team weekly meetings - liaised with multiple departments and disciplines. Developed agenda, created records of discussions, and managed action items task list to ensure compliance.
- Established ameeting records management system using the M365 Knowledge Workspace, to keep track of all meeting materials.
- Reconciled the department’s monthly, quarterly and yearly administrative office financial budgets
- Consolidated the Director’s and department staff’s travel cards and credit cards.
- Developed a financial reporting template for over 40 department staff to use, to effectively tracking ongoing approved and non-approved office expenditures.
- Maintained and organized payroll entries; timesheets, and employees’ leaves, union and non-union-related absences.
- Drafted and prepared grant applications and reports for approved research programs and submissions of future government grant applications.
- Managed approved research grants/programs; liaised with Provincial and Federal government agencies to determine grant funding, contractual agreements, and completion deliverables.
- Developed and coordinated youth engagement surveys to investigate student satisfaction on current research-based programs at the college, to gain input on the delivery and organization of student-led grant projects.
- Screened student research applications for compliance on behalf of the Director before the Youth Research panel review.
- Coordinated and administered internal and external job postings for Scope and Unionized administrative positions.
- Collaborated with Human Resources t to develop interview panel questions and criteria assessment forms to improve documentation of hiring practices processes within the department.
- Lead cross-departmental hiring panel forum to enhance the hiring processes of administrative staff of departments.
- Led the logistic preparations for the College’s year-end Convocation.
- Managed a high volume of correspondence with graduating students regarding gown arrangements, tickets, and ceremony attendance within a short time frame.
- Facilitated logistics of graduation day and night events, such as catering, rentals, auditorium, media and marketing.
- Managed GPRC’s e-course catalogue; reviewed online course descriptions and credit allocations for consistency in content uploaded.
- Managed all online course term designation applications, and streamlined online course reviews to appropriate Advisors for accreditation review.
- Developed and implemented an e-Course PILOT project - expediting and improving the uploading process of course credits online by students and reviewed by Advisors.
- Clerk of the Research and Ethics Boards - arranged meetings and prepared and managed meeting materials.
- Conducted research and analyzed data to inform program leads on various trends and reduction of course registrations.
- Trained and supervised employees on office policies and procedures.
Legal Assistant
Community Corrections Office, Government of
05.2018 - 08.2018
- Assigned to the Community Corrections office for my practicum in the completion of my Legal Administrative program.
- Provided front-facing administrative support to the Community Corrections and North District offices and Probation officers.
- Tracked and accurately maintained Client Progress Reports for numerous Probation Officers; maintained federal and provincial client database software – JOIN and ORCA.
- Developed and implemented a filing system using Microsoft Excel to organize and maintain records of physical/hard-copy client files.
- Drafted reporting and case documentation on behalf of Probation officers.
- Drafted Provincial and Federal memorandums and legally binding documentation on behalf of Probation officers for submission to the Court of Queen Bench on ongoing legal matters.
- Drafted violation and court order documents to be delivered to the Provincial Courthouse for court proceedings
- Liaised with multiple social services programs within Alberta to facilitate the coordination of services for high-risk clients requiring referrals.
- Applied a high degree of discretion, patience and judgment when initiating communication with high-risk clients on matters related to their sentences set out by the court.
- Supported the North District Corrections Office with additional clerical support; managed data-focused spreadsheets to improve records management of court documents; archives, retention, and active and non-active court filings.
Program Assistant, Operations Leader
St. Vincent’s Hospital
05.2011 - 09.2016
- Managed the daily calendar and inbox of the Operations Leader.
- Prepared meeting agendas & minutes for internal meetings and conferences.
- Maintained and organized the department's clinical files.
- Evaluated administrative procedures – provided ongoing recommendations and suggestions to enhance the effectiveness and efficiency of office and clinical processes and procedures.
- Facilitated and organized international and local travel arrangements.
- Managed financial reporting for monthly, quarterly and yearly budgets for review and approval.
- Managed the facility's operational reimbursements of clinical and non-clinic vendor expenditures.
- Scheduled and coordinated on-site celebratory events (Canada Day, Employee Recognition Day, Nurse Day, Christmas)
- Developed and implemented forms, spreadsheets, and templates to enhance project management; reducing working load, over time, while identifying clinical and non -clinical workloads pressures, and shortage of staff per unit.
- Conducted variances and cost analysis reports for cost efficiency/reduced overtime/reviewed recruitment processes
- Led budgeting and expense management projects; tracked and compiled equipment inventory and developed a cost analysis of equipment lifecycle and costs associated with repairs, Provided recommendations and suggestions on future equipment purchases based on needs on site.
- Reviewed and analyzed the turnover trend in recruitment for the facility. Investigated, researched, and compiled data on internal interview and selection processes to enhance hiring practices and reduce hiring delays.
- Anticipated scheduling workloads and reviewed and managed payroll budgets to reduce overtime.
- Managed internal and external job postings –Scope and Unionized positions.
- Led telephone interviews and conducted references on behalf of the Operations Leader.
- Coordinated new hire training for clinical and non-clinical staff.
- Organized administrative/clerical staff orientations.
- Coordinated training schedules for the clinical team as per their performance discussions (registered nurses, nurses practitioners, and care aids)
- Liaised with Human Resource and Union representations to prepare and deliver reports, correspondence and coordination of meetings for all internal clinical staff grievances, medical leaves, short and long-term leave.
- Managed and organized union annual shift bidding proposals meetings and annual bidding event.
- Managed union meetings and correspondences on behalf of the Operations Leader.
Education
Administration Diploma - Business
Northwestern Polytechnic
Grande Prairie, ABInformation Access and Protection of Privacy Foundations - Information Access - Confidentiality And Privacy
University of Alberta – NACLAA I
Virtual2021
Legal Administration
Northwestern Polytechnic
Grande Prairie, AB2018
Business Administration
Vancouver Community College
Vancouver, BC2014
Skills
- Database Management
- Project Oversight
- Legislative Functions
- Strategic Planning and Development
- Compliance and Efficiency
- Contracts and Agreements Management
- Customer Service
- Office Management
- Workforce Management - Team Building and Development
- Stakeholder Engagement
- Financial Oversight and Management
Timeline
Executive Assistant
Director General, Government Of Canada
05.2022 - Current
Administrative Assistant
City of Grande Prairie
02.2020 - 05.2022
Administrative Assistant
Student Services/Research Department
04.2019 - 02.2020
Legal Assistant
Community Corrections Office, Government of
05.2018 - 08.2018
Program Assistant, Operations Leader
St. Vincent’s Hospital
05.2011 - 09.2016
Administration Diploma - Business
Northwestern Polytechnic
Information Access and Protection of Privacy Foundations - Information Access - Confidentiality And Privacy
University of Alberta – NACLAA I
Legal Administration
Northwestern Polytechnic
Business Administration
Vancouver Community College
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