Samantha Chan
Executive Support
Toronto,Canada
Summary
With over a decade of experience as a high-performing administrative professional and project coordinator, my expertise lies in the clean technology, energy, and financial sectors. Excelling in managing and coordinating business operations for senior-level executives, I consistently streamline processes, reduce costs, and enhance efficiency while maintaining professionalism throughout my career.
Overview
12
12
years of professional experience
1
1
Certification
Work History
Executive Assistant to the Co-Founder and Chief Investment Officer
Waratah Capital Advisors Ltd. (contract)
08.2024 - Current
- Delivered exceptional executive support to the CIO by expertly managing complex calendars, strategically coordinating high-priority meetings and appointments, and anticipating needs to ensure seamless scheduling
- Served as a primary, trusted point of contact for both internal and external stakeholders, adeptly handling all inquiries for the CIO, including highly confidential matters requiring discretion and sound judgment
- Spearheaded board meeting preparations, meticulously documenting minutes and creating actionable follow-up tasks to drive accountability and strategic progress
- Crafted detailed, executive-level travel itineraries for both business and personal trips, ensuring efficiency and alignment with the CIO's objectives
- Provided comprehensive personal support, from managing family appointments to organizing private engagements, optimizing the CIO's time and availability
- Collaborated extensively with the Client Management team, advising the CIO on client relations and emerging needs, ensuring timely responses to mission-critical issues
- Facilitated interdepartmental communication to reinforce organizational cohesion and uphold high standards of CIO-led initiatives
- Maintained strict confidentiality with sensitive information, guaranteeing secure handling and appropriate distribution aligned with company protocols.
Technology Development Project Coordinator
Li-Cycle
01.2023 - 11.2023
- Managed project engineering timelines and budget numbers for multiple projects, ensuring adherence to deadlines and offering guidance on the next steps in line with project standards and processes
- Identified and addressed inefficiencies, reducing unnecessary costs by 25% and alerting gaps in our Pilot Plant project to our manager, through discussions with external consultants
- Created a new meeting structure and documentation project tracking system for the team and decisions from meetings, ensuring transparency in project timelines and team updates
- Implemented an efficient system for tracking and monitoring frequent travel and expenses at our US-based laboratory.
Executive Assistant to the Chief People Officer
Li-Cycle
02.2022 - 11.2023
- Significantly improved productivity within three months by streamlining scheduling processes and implementing an effective structure for the CPO
- Developed strong relationships with both internal and external stakeholders, serving as the main point of contact for the CPO and executive team's daily activities
- Employed forward-thinking strategies to proactively prepare and anticipate upcoming meetings and discussions for the CPO, demonstrated adept organizational skills by effectively managing time blocks, minimizing distractions, and ensuring optimal time efficiency
- Organized most HR team meetings and all off-site events; documented and disseminated meeting minutes
- Followed up on assigned action items to ensure timely completion
- Proactively actioned several key process improvement strategies by creating processes for organizing HR and staffing key projects during a period of rapid growth, under the constantly changing priorities and deliverables deadlines of a Startup company
- Provided onboarding support for new hires, including scheduling introductory meetings with the executive team members
- Created and disseminated HR communication, often as time-sensitive and highly confidential matters
- Planned and flawlessly executed various corporate events, including office staff gatherings, holiday parties, and important company milestones.
Administrative Assistant to the IT Manager
Professional Institute of the Public Service of Canada
07.2021 - 02.2022
- Regularly engaged in bi-weekly stakeholder meetings, offering guidance for potential government grant funding
- This effort resulted in securing funding for two major projects
- Introduced and implemented a comprehensive end-to-end Purchase Process guideline to address cost anomalies while fostering vital relationships with external vendors and internal team members
- This initiative led to a notable decrease in late payments to vendors
- Heavily involved in daily calendar administration using Google Workspace, mitigated numerous changes, and accommodated last-minute requests
- Managed correspondence on behalf of the manager including memos, letters, emails, and announcements
- Collaborated with several team members on projects aimed at consolidating data and migrating to cloud-based software
- Recreated an existing Vendor data sheet to track, update and notify the appropriate stakeholders of critical dates and changes, and streamlined the approval renewal process resulting in an increase in productivity for the team and better vendor contract renewal management
- Managed Internal Vendor relations including new and existing purchase orders, cost changes and inventory management.
Project Coordination Specialist, Deloitte University North
Deloitte
04.2018 - 02.2020
- Coordinated travel logistics for Deloitte University aimed at high-level development programs for Deloitte employees
- Managed communication of all travel inquiries concerns and requests, primarily within Canada
- Participated in two major projects aimed at streamlining the travel process and transitioning to an external travel agency
- As a result, there was a significant increase in team productivity and exceeded travel metrics while enhancing client experience
- DU North Travel Transition project: Collaborated with stakeholders and travel agency to transition from the internal department, developing a strong relationship by guiding functional requirements
- Developed a solid relationship with our external travel agency by providing continuous guidance on our functionality
- Process Improvement project: Identified and implemented numerous process improvement strategies, resulting in both time and cost-saving measures for the firm
- Discovered key communication gaps and made recommendations between the team and created a process document, outlining improvements
- Provided feedback to the DU Executive team including implementation strategies and suggestions to enhance client experience.
Executive Assistant and HR Project Coordinator
Chevron Canada
05.2013 - 09.2015
- Provided essential support to the Vice President of HR and the leadership team through two phases: aiding in a hiring surge in 2013 and navigating challenges during the 2015 Oil Industry downturn
- Adapted priorities to contribute to the Canadian Business Unit reorganization
- Demonstrated proactive management of a challenging and demanding schedule, adeptly handling email organization, document management, and overseeing daily activities and meetings
- This occurred concurrently with the team's implementation of a comprehensive reorganization within each department
- Used critical thinking and sound judgment to handle personal and sensitive information
- Functioned as a liaison between the HR department and other staff members during periods of uncertainty and heightened stress, facilitating effective communication and collaboration
- Coordinated all corporate and personal travel arrangements using an internal software program
- Ensured each trip complied with Chevron travel regulations
- Provided additional support in the event of an unforeseen circumstance
- Responsible for monthly expense reconciliation that also complied with Chevron expense regulations, using an internal software system.
Education
Master of Arts - Peace and Conflict Studies
University of Manchester
Manchester, United Kingdom01.2017
Bachelor of Arts with Honours - International Development Studies
Dalhousie University
Halifax, Canada01.2012
Skills
- Startup Company Experience
- Project Coordination and Management
- Process Improvement
- Relationship-building
- Global Calendar Management
- Executive Itinerary Planning
- Expense Reporting
- G-Suite
- Slack
- Microsoft Office Suite
- Strong Problem Solver
- Customer Service-Oriented
Certification
- 2024, Productive Power - Completed 6 Hours of Professional Coaching
- 2021, Government of Canada – Granted Level 2 Secret Clearance
Work Preference
Work Type
Full TimeWork Location
RemoteHybridImportant To Me
Work-life balanceCompany CultureFlexible work hoursWork from home optionPersonal development programsTimeline
Executive Assistant to the Co-Founder and Chief Investment Officer
Waratah Capital Advisors Ltd. (contract)
08.2024 - Current
Technology Development Project Coordinator
Li-Cycle
01.2023 - 11.2023
Executive Assistant to the Chief People Officer
Li-Cycle
02.2022 - 11.2023
Administrative Assistant to the IT Manager
Professional Institute of the Public Service of Canada
07.2021 - 02.2022
Project Coordination Specialist, Deloitte University North
Deloitte
04.2018 - 02.2020
Executive Assistant and HR Project Coordinator
Chevron Canada
05.2013 - 09.2015
Bachelor of Arts with Honours - International Development Studies
Dalhousie University
- 2024, Productive Power - Completed 6 Hours of Professional Coaching
- 2021, Government of Canada – Granted Level 2 Secret Clearance
Master of Arts - Peace and Conflict Studies
University of Manchester
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