Sarah Duquette
Toronto
Summary
Dynamic and results-oriented executive assistant with over 12 years of experience supporting high-level executives in fast-paced environments, including 5 years in the advertising industry. Proven ability to manage teams of up to 30 individuals while excelling in multitasking, prioritization, and time management. Highly organized and proactive, consistently maintaining a forward-thinking approach to ensure smooth operations and project success. Passionate about team dynamics and committed to driving excellence in all endeavors.
Overview
12
12
years of professional experience
Work History
Creative Resource Manager
Zulu Alpha Kilo
02.2021 - Current
- Responsible for optimizing the utilization of the digital and graphic design resources across various projects
- Assessing project requirements and allocating creative personnel accordingly, ensuring the right skills are matched to the right projects
- Tracking timelines and deadlines to ensure on-time delivery
- Working closely with account and production leaders to understand project needs and adjust resource plans as necessary
- Identifying skill gaps and coordinating training and development opportunities for team members to enhance their capabilities
- Assisting both the Chief Design Officer and Chief Creative Officer with their calendars, travel, timesheets and expenses
- Overseeing the onboarding and integration of all new creatives at the agency
Executive Assistant/Creative Resourcing Manager
Anomaly
05.2019 - 07.2020
- Oversee the scheduling and calendar management for two Executive Creative Directors
- Plan and arrange travel itineraries for all members of the creative department
- Administer the approval and tracking of vacation requests for all creative team members
- Manage the annual performance review process for the creative department, including scheduling reviews, collecting peer feedback, and facilitating self-evaluations
- Coordinate quarterly meetings for the agency and the creative department
- Collaborate with account teams and production to monitor project timelines, ensuring that campaign deadlines are met consistently
- Oversee the organization and submission of all award show entries, including briefing teams, creating timelines, entering credits, and uploading final work
Executive Assistant
Diply
04.2018 - 10.2018
- Manage the dynamic and often changing schedules of the CEO and Co-Founder
- Coordinate internal and external meetings, both on-site and off-site
- Oversee all aspects of travel arrangements, including booking flights, accommodations, transportation, dining, and recreational activities
- Monitor incoming emails and correspond with employees and clients as appropriate, ensuring timely and professional communication
- Organize and submit both business and personal expense reports
- Perform various office management tasks, including kitchen maintenance, grocery orders, and supply procurement, to ensure a well-functioning work environment
- Compose and distribute company-wide communications on behalf of the executive team, ensuring clarity and consistency in messaging
Senior Administrative Assistant
BMO Capital Markets
08.2014 - 04.2018
- Oversee the scheduling and calendar management for four senior-level investment bankers
- Arrange extensive and complex travel itineraries, including booking flights, accommodations, transportation, dining, etc.
- Answer and direct internal and external calls in a professional manner
- Plan and execute various client events, including managing logistics
- Assist in the onboarding and training of new employees, providing guidance and resources to facilitate a smooth transition
- Proactively process and maintain client documentation to ensure proper account maintenance and compliance
- Manage the Salesforce reporting database by inputting activities, updating deal teams, and ensuring data accuracy
- Oversee the ordering of office supplies, printer maintenance, and filing systems to ensure operational efficiency
- Schedule and organize both internal and external meetings, ensuring that all necessary arrangements are in place
- Manage business expenses and personal reimbursements
Executive Assistant/Licensed Administrative Assistant
Sunlife Financial
11.2012 - 07.2014
- Maintain the busy schedules of two company Presidents/Advisors, including booking and rescheduling appointments, meetings, and presentation seminars
- Respond to telephone inquiries regarding account status, including account balances, trade and maintenance history, fund performance, pricing, yields, and tax implications
- Plan, organize, and execute client appreciation events
- Build and manage relationships with both new and existing clients, fostering loyalty and satisfaction
- Process and follow up on client documentation to ensure proper maintenance of accounts and compliance
- Prepare necessary paperwork for new and existing accounts
- Completed the Mutual Fund License to enhance responsibilities related to client interactions and documentation management
Education
Bachelor of Arts Degree - Major in Communications
University of Ottawa
01.2012
Skills
- Communication
- Time Management
- Organization
- Problem-Solving
- Teamwork
- Confidentiality
- Adaptability
- Calendar Management
Timeline
Creative Resource Manager
Zulu Alpha Kilo
02.2021 - Current
Executive Assistant/Creative Resourcing Manager
Anomaly
05.2019 - 07.2020
Executive Assistant
Diply
04.2018 - 10.2018
Senior Administrative Assistant
BMO Capital Markets
08.2014 - 04.2018
Executive Assistant/Licensed Administrative Assistant
Sunlife Financial
11.2012 - 07.2014
Bachelor of Arts Degree - Major in Communications
University of Ottawa
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