POLINA SOSEDOVA
Toronto,ON
Summary
Experienced professional with 7+ years supporting senior leaders and executive teams, specializing in planning and executing events of all scales across diverse business and community settings. Skilled in managing complex calendars, coordinating global travel, and handling confidential reporting within fast-paced, high-pressure environments. Acclaimed for delivering flagship events and providing exceptional administrative support with precision, professionalism, and a forward-thinking approach.
Overview
6
6
years of professional experience
Work History
Executive Assistant to the Managing Director
CIBC Capital Markets
11.2024 - Current
- Executive Calendar Management: Manage multiple complex calendars, including coordinating high-level meetings, board presentations, and global conference calls across time zones
- Meeting & Event Planning: Oversee the planning and execution of senior leadership meetings, corporate events, and off-site retreats
- Travel Coordination: Coordinate extensive domestic and international travel arrangements for multiple Executives/Managing Directors, including visas, itineraries, and expense reporting
- Confidentiality & Records Management: Managed sensitive documents and maintained organized records to ensure discretion, legal compliance, and operational integrity
- Process Optimization & Expense Oversight: Streamlined day-to-day operations by prioritizing tasks, optimizing schedules, and anticipating executive and staff needs within the Alternate Solutions Group. Managed and reconciled expense reports for the entire floor, ensuring accuracy and compliance with company policies
Executive Assistant to the Managing Director
Citco
04.2024 - 11.2024
- Calendar & Appointment Management: Efficiently managed the Managing Director’s calendar and appointments, coordinating across multiple time zones
- Event Planning: Coordinated and executed large-scale events for both Toronto offices, managing logistics and details for up to 800 staff members, including venue selection, catering, and program schedules
- Travel Arrangements: Organized comprehensive travel arrangements, including flights, accommodations, and itineraries for directors and executives
- Reporting & Expense Management: Produced accurate global client reports and statistical analyses while overseeing all executive expense reporting in compliance with company policies
- Employee Experience & Recognition: Managed onboarding/off-boarding for North American private equity staff and coordinated awards and communications to foster engagement and recognize performance
Corporate Receptionist
Citco
12.2022 - 04.2024
- Event & Catering Coordination: Planned and supported small to large-scale corporate events and meetings by managing agendas, catering logistics, and vendor relations to ensure smooth execution and positive experiences
- Travel & Arrangements: Supported executive staff by coordinating travel arrangements, booking conference rooms, and preparing meeting materials
- Reception & Administration: Led office admin functions and streamlined operations by managing calls, messages, and mail distribution efficiently.
Administrative Assistant
Prospero Teaching
07.2022 - 12.2022
- Executive Support & Scheduling: Optimized calendar coordination and led the preparation of presentations, reports, and special projects aligned with strategic objectives
- Client Operations & Reporting: Enhanced efficiency through improved client communication, recordkeeping, and report preparation
- Business Development: Recruited and interviewed clients to enhance business growth while exceeding weekly KPI goals
Event Operations Supervisor
NODO
09.2019 - 07.2022
- Event & Staff Management: Oversaw event logistics and client service standards while leading staff training, task delegation, and resource coordination to exceed business objectives
- Finance & Client Support: Maintained accurate financial records through daily reconciliations and enhanced client satisfaction through consistent quality assurance practices
Education
__________________________________________________
Skills
- Excels at orchestrating diverse events across executive and public-facing sectors
- Manages complex calendars and global travel logistics
- Provides seamless support in high-pressure environments
- Handles confidential reporting with discretion
- Builds strong internal and external relationships
- Streamlines cross-functional expense workflows
- Recognized for accuracy, proactive problem-solving, and strategic prioritization
- Technologically proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, OneNote), Adobe, Power BI, Coupa, EBS, and travel management software
Languages
English
French
Russian
Timeline
Executive Assistant to the Managing Director
CIBC Capital Markets
11.2024 - Current
Executive Assistant to the Managing Director
Citco
04.2024 - 11.2024
Corporate Receptionist
Citco
12.2022 - 04.2024
Administrative Assistant
Prospero Teaching
07.2022 - 12.2022
Event Operations Supervisor
NODO
09.2019 - 07.2022
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