SANA HAFEZ
Ottawa,ON
Summary
Driven and resourceful human resources and administrative professional with 10+ years of experience assisting with the deliverables of high-achieving executives. Track record supporting professional needs with well-organized precision. Successful management of high-volume workloads in rapidly changing environments.
Overview
12
12
years of professional experience
Work History
Executive Assistant
Office Of The Special Representative On Combatting
09.2023 - Current
- Deliver high level administrative and executive support to Canada's Special Representative on Combatting Islamophobia (SRI).
- Manage executive calendars, scheduling, travel and appointments cooridnation and planning in support of SRI political and departmental engagement.
- Manage travel budgeting and finances,
including executive and team reimbursements. - Provide logistical and operational support ahead of and during SRI and team travel, and lead the drafting of travel itineraries.
- Serve as a dual Executive and team administrative lead, providing support to analysts and management, including travel and office management.
- Manage the Office and SRI correspondence,
document storage and organization, and filing. - Lead the procurement and management of office supplies and resources,
including ergonomic equipment for the SRI and team. - Manage office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Develop and maintain automated alert systems for deadlines and manage the tracking of deliverables and SRI logistical requirements.
HR Supervisor
Muslim Association of Canada
02.2022 - 09.2023
- Responsible for maintaining data accuracy of payroll system and full cycle processing of semi-monthly and monthly payroll for 1000+ employees, including year-end and audits
- Advised executives on complex and confidential matters ranging from performance management to employee relations issues by conducting research, compiling information and preparing reports and correspondence
- Administration of employee group benefits, pension plan, and payroll system.
- Provision of human resources administrative support services, such as preparing and posting job advertisements, communicating with applicants, drafting letters of offer, performing data entry transactions, requesting priority clearance, creating and maintaining staffing files, preparing reports and other related duties
- Responsible for data entry and data validation in ADP WorkforceNow
- Coordinated design of online onboarding system using Micorosoft Forms, which linked data provided by the hiring manager, as well as the new hire
- Provided information and guidance to employees about HR policies and procedures, health benefits, pension plan
- Monthly, annual and ad hoc reporting on payroll, headcount, and budgeting
Executive Assistant
Muslim Association of Canada
12.2020 - 02.2022
- Provided executive support to one of Directors, coordinated meetings, managed schedule, prepared presentations and reports, and routine correspondence
- Updated executives on changing business needs by thoroughly documenting internal and stakeholder meetings.
- Digital marketing of organization events and initiatives by preparing marketing material and advertising as needed
- Provided information and guidance to internal and external stakeholders on organization's programs and initiatives
- Prepared, reviewed and edited variety of documents, such as executive summaries, presentations, spreadsheets, etc.
- Coordinated events and worked on ad hoc projects.
- Worked with senior management to initiate new projects and assist in various processes.
Independent Contractor
Algonquin College
01.2020 - 03.2020
- Updated HR Toolkit (Employer Resources on Ottawa Employment Hub website). Reviewed and edited content of HR Toolkit, ensuring that it is aligned with current Employment Standards and up to date with latest employment legislation.
Operations Coordinator
National Council of Canadian Muslims
11.2016 - 10.2019
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Provided administrative support in coordination and delivery of Islamophobia workshops to over 500 educators across Ontario by scheduling, managing calendar, coordinating meetings, and arranging travel
- Created expense reports, budgets and filing systems for management team.
- Filed paperwork and organized computer-based information.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Organized and maintained donor-related CRM system
Project Coordinator
Algonquin College
12.2015 - 10.2016
- Coordinated ongoing project deliverables while working with a variety of community partners
- Provided subject matter expertise while updating the content of Ottawa Employment Hub’s online HR Toolkit for Employers
- Presented at 2016 Ontario Cooperative Education Association Conference
Independent Contractor
World Skills Employment Centre
05.2016 - 06.2016
- Contracted by World Skills Employment Centre to provide logistical support for Pathways to Employment for Refugees event, alongside community partners
- Liaised between City of Ottawa and Refugee613 Employment Task Force
- Collaborated effectively with cross-functional teams, resulting in successful project completion.
Executive Assistant
Muslim Association of Canada
09.2012 - 08.2014
- Provided administrative support to Executive Director, coordinated travel and meetings, managed schedule and routine correspondence
- Organized and coordinated meetings of Association’s Executive Committee and Board of Directors using excellent interpersonal skills, tact and diplomacy
- Conducted research on employment legislation, compiled and analyzed information to prepare HR policies for presentation to executives for approval
- Led day to day payroll administration
- Created, managed and maintained staffing file system for 400+ employees
- Filed paperwork and organized computer-based information.
- Maintained confidentiality and discretion while handling highly sensitive information and updated donor information in CRM system
Education
Human Resources Management Graduate Certificate -
Algonquin College
Ottawa, ON2015
Honours Bachelor of Science -
University of Toronto
Toronto, ON2009
Skills
- Self-motivated, able to take direction
- Ability to communicate effectively orally and in writing
- Ability to establish priorities and plan workload in order to meet deadlines
- Ability to research and analyze information
- Strong interpersonal skills and a team player with great problem-solving skills
- Strong attention to detail
- Work effectively with others or independently
- Tact, integrity, and strong attention to detail
- Action-oriented and show initiative
Timeline
Executive Assistant
Office Of The Special Representative On Combatting
09.2023 - Current
HR Supervisor
Muslim Association of Canada
02.2022 - 09.2023
Executive Assistant
Muslim Association of Canada
12.2020 - 02.2022
Independent Contractor
Algonquin College
01.2020 - 03.2020
Operations Coordinator
National Council of Canadian Muslims
11.2016 - 10.2019
Independent Contractor
World Skills Employment Centre
05.2016 - 06.2016
Project Coordinator
Algonquin College
12.2015 - 10.2016
Executive Assistant
Muslim Association of Canada
09.2012 - 08.2014
Human Resources Management Graduate Certificate -
Algonquin College
Honours Bachelor of Science -
University of Toronto
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