Sandy Heikkila
Vancouver,Canada
Summary
Dynamic Executive Assistant with a proven track record at Woodfibre Management Ltd., excelling in event planning and community engagement. Adept at managing complex calendars and vendor relations, I bring exceptional attention to detail and strong organizational skills to drive successful outcomes in high-pressure environments.
Overview
19
19
years of professional experience
Work History
Guest Handler / On-Site Client Relations Associate
Various Comic & Horror Conventions
01.2013 - Current
- Provided VIP support to celebrity guests at major conventions.
- Coordinated international travel and contracts, handled secure transactions.
- Ensured crowd control, privacy, and professional conduct in high-traffic fan settings.
External Relations Coordinator
Woodfibre Management Ltd.
Vancouver, BC
10.2022 - 06.2025
- Managed external and community event logistics: venue booking, décor, catering, invitations, RSVPs, and post-event reconciliation.
- Coordinated compliance meetings (Gender Safety, CSIMP, MUG), including scheduling, note-taking, and follow-up distribution.
- Oversaw biannual Community Partnership Program: notified winners, processed banking documentation, submitted grant payments (~70 orgs).
- Supported the VP of Government Relations with calendar booking, travel expenses, and meeting prep.
- Independently led all planning aspects of major events including UBCM reception and company golf tournaments.
Executive Assistant (Contract)
Woodfibre LNG Ltd.
Vancouver, BC
04.2022 - 10.2022
- Monitored and replenished office supplies; ordered and verified product deliveries.
- Greeted visitors, maintained reception and email inbox, distributed physical and digital mail.
- Scheduled Zoom calls and boardroom bookings for all office departments.
- Managed executive travel expenses and reimbursements.
Executive Assistant (Contract)
PayByPhone Ltd.
Vancouver, BC
01.2022 - 03.2022
- Supported CEO and CFO by managing complex calendar schedules across multiple time zones.
- Created an onboarding manual and trained incoming executive assistant.
- Organized inbox and filing system for executive team, including archiving 10,000+ emails.
- Handled logistics for board meetings, including catering, room bookings, and document preparation.
Executive Office Manager (Contract)
First Finance Ltd.
Vancouver, BC
11.2021 - 01.2022
- Oversaw all office supply orders and vendor relations.
- Greeted guests, managed reception operations, phone, and email correspondence.
- Handled bi-weekly cheque runs and vendor payments using Sage.
Executive Assistant (Contract)
Alzheimer Society of BC
Vancouver, BC
08.2021 - 10.2021
- Maintained CEO's Outlook calendar, scheduled and booked virtual meetings.
- Prepped documentation and took official minutes for Audit, Governance, and AGM meetings.
Executive Assistant
Waterstone Partners Inc.
Vancouver, BC
06.2017 - 06.2021
- Organized domestic and international travel for senior executives.
- Prepared quarterly board meeting materials and maintained corporate minute books.
- Performed GST filings, cheque runs, and accounts payable/receivable tasks.
- Managed calendars for executive staff and tracked employee vacation schedules.
Executive Assistant / Admin Support
American Hotel Income Properties
Vancouver, BC
11.2015 - 01.2017
- Provided administrative and accounting support to the CFO, CEO, and CIO.
- Coordinated corporate travel, processed expenses, and managed vendor payments.
- Maintained property tax schedules across multiple US jurisdictions.
- Entered financial data using Sage; reconciled and coded invoices.
Executive Assistant / Private Banking Associate
CIBC
Vancouver, BC
09.2006 - 04.2015
- Supported 2 VPs, 1 Director, and 8 Risk Managers with travel, scheduling, and administrative needs.
- Managed onboarding/offboarding, equipment set-up, and HR data entry using PeopleSoft.
- Handled client transactions including loans, account maintenance, money transfers, and documentation.
- Led regional projects such as new filing system rollouts and compliance audits.
Education
Associate of Arts - General Studies
East Kootenay Community College
Cranbrook, BC01.2002
Specialized Office Administration Program -
Academy of Learning
Cranbrook, BC01.1998
Skills
- Executive calendar management
- Event planning and coordination
- Vendor and contract oversight
- Community engagement and grant management
- Board meeting preparation and minute-taking
- Confidential correspondence and discretion
- MS Office Suite (advanced), Zoom, Teams
- Sage 50 US and expense management
- Travel itinerary coordination
- Accounts payable and receivable
- Staff onboarding and offboarding
- File and records management
- Talent acquisition strategies
- Contract negotiation skills
- Data entry proficiency
- Database management expertise
- Customer service excellence
- Network building initiatives
- Team collaboration skills
- Attention to detail
Hobbies and Interests
Movies, Reading, Golf, Live Theatre, Travelling, Comic & Horror Conventions
Accomplishments
- Coordinated over 100+ successful corporate and community events, including UBCM, Golf Tournaments, and Elders Christmas Parties for Woodfibre LNG.
- Managed grant disbursements to 70+ nonprofit recipients biannually, ensuring documentation compliance and accurate financial tracking.
- Developed an Executive Assistant training manual at PayByPhone, helping streamline the onboarding of new administrative staff.
- Spearheaded a major inbox organization initiative at PayByPhone, sorting 10,000+ executive emails into a structured system.
- Led HR and onboarding operations at CIBC for Mortgage Advisors using PeopleSoft, while managing executive travel and team logistics.
Timeline
External Relations Coordinator
Woodfibre Management Ltd.
10.2022 - 06.2025
Executive Assistant (Contract)
Woodfibre LNG Ltd.
04.2022 - 10.2022
Executive Assistant (Contract)
PayByPhone Ltd.
01.2022 - 03.2022
Executive Office Manager (Contract)
First Finance Ltd.
11.2021 - 01.2022
Executive Assistant (Contract)
Alzheimer Society of BC
08.2021 - 10.2021
Executive Assistant
Waterstone Partners Inc.
06.2017 - 06.2021
Executive Assistant / Admin Support
American Hotel Income Properties
11.2015 - 01.2017
Guest Handler / On-Site Client Relations Associate
Various Comic & Horror Conventions
01.2013 - Current
Executive Assistant / Private Banking Associate
CIBC
09.2006 - 04.2015
Associate of Arts - General Studies
East Kootenay Community College
Specialized Office Administration Program -
Academy of Learning
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