Lynn Taylor
Ottawa,ON
Summary
A very highly accomplished Senior Executive Assistant with over 20 years of experience in providing superior administrative support to C-level executives. Highly proficient who is reliable and responsible with a positive attitude and strong worth ethic. Excellent written and oral communication skills. Strong interpersonal skills and a team player. Able to set priorities and adjust them as necessary to accommodate ever changing schedules or deadlines. Demonstrated high level of maturity and professionalism. Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through over 20 years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths. Reliable Senior Executive Assistant with experience managing front desk operations and offering general office support. Detail-oriented specialist with background coordinating scheduling and record-keeping. Efficient typing and transcription skills.
Overview
23
23
years of professional experience
Work History
Senior Administrative Assistant
Canadian Institute for Health Information
06.2016 - Current
- Day to day operational support to the Vice-President, Research & Analysis
- Calendar management and coordination
- Minute taking of departmental meetings
- Provide administrative support for various branch / departmental programs
- Preparing communications, including briefing notes, presentations and reports, and internal and external documents for peers, senior management, and external stakeholders
- Liaise with other areas of CIHI to assist staff members in resolving all matters including those that are beyond scope
- Organize meetings with external consulting firms, clients and Business Leaders
- Process all department expense reports
- Coordinate all travel arrangements and itineraries
- Conduct research as necessary, determining relevancy of documentation and document life cycle processes are being observed according to policy., Organize and maintain calendars for Director of Human Resources and Corporate Administration, Manager, Corporate Administration and Manger, Pay and Benefits, review emails and draft correspondence
- Work closely with HR Generalists and HR Business Partners to assist with executing employment agreements (NJOYN), administering testing, scheduling interviews, coordinating onboarding activities as required
- Manage all employee files
- Support employee program initiatives (service and career awards, etc.)
- Point of contact for employees to direct requests to any payroll, benefits and policy inquiries
- Assists in new employee orientation
- Provide administrative support for various HR programs such as Learning and Development, Service Awards and Recognition
- Management and handling of sensitive HR documents such as contracts, promotion letters, and invoices
- Responsible for all aspects of document management and other HR processes
- Maintain departmental expense tracking and liaising with Finance department to ensure accurate tracking of budgets and purchasing
- Manage HR SharePoint intranet site
- Coordinate department travel arrangements and prepare travel itineraries
- Prepare RFPs (requests for proposal), cheque requisitions and purchase orders
- Liaise with other areas of HR to assist clients in resolving all matters including those that are beyond scope
- Responsible for providing recommendations to update shared business processes
- Performs record management activities such as conducting searches, determining relevancy of documentation and document life cycle processes are observed
- Coordinating regular HR team meetings and managing the department operational plan.
- Supported program operations by preparing and updating documents, reports and spreadsheets
- Created and updated records and files to maintain document compliance
- Managed electronic records database and handled all file requests
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation
- Prepared flawless emails and other documents upon direction of immediate supervisor
- Conducted research to assist with routine tasks and special projects
- Arranged business travel details for company employees per supervisor requirements
- Prepared and distributed team-based communications to foster collaboration and enhance team morale
- Researched and analyzed data to efficiently contribute to executive reports for monthly meetings
- Managed disbursement of information per executive request by monitoring client arrivals and access facility access
- Wrote and prepared deliberate agendas for company meetings
- Categorized and processed sensitive documents with information of deeply personal nature
- Supported time-tested professional relationships, working with stakeholders to facilitate communication
- Identified communication channels to set roadmap to distribute information
Executive Assistant
OSEG, Ottawa Sports & Entertainment Group
11.2014 - 03.2016
- Managed CEO and CFO's calendars and travel to include completion of expense reports
- Support VP Partnerships & Corporate Sponsorships
- Coordinate Board Meetings for OSEG Executives and OSEG Partners
- Coordinate materials / documents for CEO (correspondence, minutes, reports, presentations, speeches)
- Minute taking at Partner and Executive meetings
- Coordinate media events for CEO.
Executive Assistant
SNC Lavalin / Ottawa Light Rail
01.2014 - 10.2014
- Organize, co-ordinate and manage calendar for Project Director of OLRT Project
- Coordinate travel arrangements and itineraries and complete expense reports
- Maintains manual and computerized filing and tracking systems
- Record project documents as directed by VP Construction and/or Project Managers
- Provide administrative support to Commercial Director, Director of Communications & Contracts Administrator.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Organized and coordinated conferences and monthly meetings
- Screened calls and emails and responded accordingly to support executive correspondence
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Used advanced software to prepare documents, reports, and presentations
- 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
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes
- Created and managed office systems to efficiently deal with documentation
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
Executive Assistant
Auditors • KPMG
01.2012 - 01.2013
- Manage calendars and coordinate travel for seven Audit Partners
- Organize and coordinate internal and external meetings
- Coordination, editing and assisting in Proposals
- Prepare and send out Audit Engagement letters and financial statements to clients
- Process timesheets and expense reports for team members to ensure accurate billing to external clients
- Maintain client database.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Organized and coordinated conferences and monthly meetings
- Screened calls and emails and responded accordingly to support executive correspondence
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Used advanced software to prepare documents, reports, and presentations
- 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
- Developed and maintained automated alert systems for important deadlines
- Filed paperwork and organized computer-based information
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes
- Created and managed office systems to efficiently deal with documentation
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
Executive Assistant
Partners Technology Consulting
01.2011 - 01.2012
- Manage calendar Technology Consulting Partners
- Organize and coordinate internal and external meetings
- Coordinate travel arrangements for Partners and team
- Process expense reports for team members to ensure accurate billing to external clients
- Coordination and assisting in proposal preparation
- WIP (Work-In-Progress) reports and billings.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Organized and coordinated conferences and monthly meetings
- Screened calls and emails and responded accordingly to support executive correspondence
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Used advanced software to prepare documents, reports, and presentations
- 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
- Developed and maintained automated alert systems for important deadlines
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes
- Created and managed office systems to efficiently deal with documentation
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
Executive Assistant, Officer
Bell Canada
01.2005 - 01.2010
- President Corporate Strategy & Procurement
- Montreal QC
- Maintain calendar for Executive Vice-President / Chief Strategy Officer and Vice-President Corporate Strategy
- Work with President/CEO's office on presentations for monthly Board of Director's meetings
- Maintain calendar for Vice-President Value Creation Team & Procurement
- Organize meetings with external consulting firms, clients and Business Leaders
- Coordinate all travel arrangements and itineraries
- Process all department expense reports
- Coordinate purchasing of office supplies for Executives
- Support Directors and Associate Directors
- Approval of timesheets for external contractors.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Organized and coordinated conferences and monthly meetings
- Screened calls and emails and responded accordingly to support executive correspondence
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Used advanced software to prepare documents, reports, and presentations
- Developed and maintained automated alert systems for important deadlines
- Prepared and submitted detailed reports regarding assignments and ongoing investigations
- Supported business and hospitality needs of corporate partners and staff during meetings and company events
Executive Assistant to President
H.H Davis & Assoc, Boisjoli
01.2000 - 01.2003
- Maintain calendar for President
- Timesheet entry for monthly client billing
- Coordinate meetings; conferences and appointments; arrange travel reservations and itineraries
- Preparation of legal documents and correspondence pertaining to filing of corporate and personal bankruptcies
- Coordinate mailings of notices and correspondence to creditors and prepare monthly reports.
- Organized and coordinated conferences and monthly meetings
- Screened calls and emails and responded accordingly to support executive correspondence
- 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
Education
Office Automation Technology -
LaSalle College
Montreal, QCOffice Automation Technology -
John Abbott College
Montreal, QCSkills
- Highly organized
- Excellent oral and written communication skills
- Skilled problem solver
- Resourceful with strong analytical skills
- Team player with exceptional hands-on skills
- Proven track record in maintaining discretion and confidentiality
- Excellent customer service with internal and external stakeholders
- Advanced MS Office Suite Knowledge
- Critical Thinking
- Records Management Systems
- Coordination
- Administrative Management
- Presentation Development
- Time Management
- Office administration
- Meeting minutes
- Office management
- Travel planning
- Meeting arrangements
Timeline
Senior Administrative Assistant
Canadian Institute for Health Information
06.2016 - Current
Executive Assistant
OSEG, Ottawa Sports & Entertainment Group
11.2014 - 03.2016
Executive Assistant
SNC Lavalin / Ottawa Light Rail
01.2014 - 10.2014
Executive Assistant
Auditors • KPMG
01.2012 - 01.2013
Executive Assistant
Partners Technology Consulting
01.2011 - 01.2012
Executive Assistant, Officer
Bell Canada
01.2005 - 01.2010
Executive Assistant to President
H.H Davis & Assoc, Boisjoli
01.2000 - 01.2003
Office Automation Technology -
LaSalle College
Office Automation Technology -
John Abbott College
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