Sierra Tero
Ottawa,Ontario
Summary
Administrative professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, including strong conversational in French, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
7
7
years of professional experience
Work History
EXECUTIVE ASSISTANT, CHIEF IMPACT OFFICER
Canadian Centre on Substance Use and Addiction
06.2024 - Current
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Coordinated international travel arrangements, ensuring seamless logistics for executives attending global conferences.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and the senior leadership team.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Assisted in budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Supported executive office strategic planning sessions, providing logistical support and compiling necessary background materials.
- Worked with senior management to initiate new projects and assist in various processes.
- Supported the Board Liaison by handling onsite logistics and catering for quarterly board meetings and event planning for the board of directors.
- Took and manged notes and dictation at meetings various internal and external meetings.
- Created and managed office systems to efficiently deal with documentation.
- Updated and maintained confidential databases and records.
- Volunteered to help with special projects of varying degrees of complexity.
ADMINISTRATIVE ASSISTANT, EXECUTIVE OFFICE AND FACILITIES
Canadian Centre on Substance Use and Addiction
01.2020 - 08.2022
- Primary point of contact for external inquiries and external partners and stakeholders
- Coordinated internal and external meetings for the Executive Office
- Maintained up-to-date data systems within the Executive Office
- Maintained and distributed mail log systems for the organization
- Arranged and coordinated all courier requests on behalf of directors and staff
- Provided a variety of administrative support to the executive assistants to the CEO and COO including assistance with calendar management, file management, and technical support
- Prepared purchase orders, expense reports and travel arrangements within the Executive Office
- Provided administrative and technical support on committee meetings with external partners and stakeholders, as well as acted as a liaison for external committee members
- Developing meeting agendas and meeting minutes for various internal and external meetings
EXECUTIVE ASSISTANT AND OFFICE MANAGER
Compass Rose Group
03.2023 - 04.2024
- Managed CEO and CSO calendars, coordinating appointments and travel arrangements
- Facilitated communication between executives, teams, clients, and stakeholders
- Oversaw office facilities, supplies, and vendor relationships for efficiency
- Coordinated office events and sponsorships with high attention to details, ensuring successful outcome
- Provided comprehensive administrative support to executives with professionalism and discretion
- Implemented and streamlined office procedures to enhance productivity and provided training to new and current staff on changes to policies and procedures when necessary
- Advised staff on administrative matters and fostered a positive office culture
- Managed expense reporting and budget tracking for executives and office operations and pulled the necessary reports for upcoming management and finance meetings
- Pursued professional growth through training and networking opportunities
- Participated in various external and internal meetings, taking comprehensive meeting minutes, and ensured distribution in a timely manner
EXECUTIVE ASSISTANT AND BOARD LIAISON
National Gallery of Canada Foundation
08.2022 - 03.2023
- Managed a broad range of administrative tasks for the CEO including managing calendars, correspondence and files, arranging events, compiling data and materials for meetings, and processing expenses
- Primary liaison to the Board of Directors, the National Gallery of Canada senior management, and scheduling quarterly Board meetings, committee meetings, tracking attendance, producing preparatory materials, devising reports, drafting minutes, and storing and retrieving information
- Supported the senior management team and on behalf of the CEO on a wide range of institutional initiatives
- Supported the Finance division by completing monthly expense reports and management of financial records
- Arranged and coordinated CEO travel and accommodations
EXECUTIVE ADMINISTRATIVE ASSISTANT
Centre for Interpersonal Relationships
05.2018 - 01.2020
- Primary point of contact managing communications between directors, clients, associates, and other external partners
- Managed calendars of clinic directors in Ottawa and Toronto offices
- Provided scheduling, coordination and technical set-up for meetings, clinical consultation groups, and clinical supervisions
- Developed meeting materials and acted as a minute-taker for board meetings
- Coordinated and booked all travel and accommodation arrangements for senior leadership and staff
- Provided management and upkeep of filing for clinic directors, with acute attention to detail
- Assisted in office management duties, such as maintaining office supplies, specialized assessment inventories, and assisted and oversaw administrative staff
- Acted as the office administration facilitator/trainer for new administrative team members hired in Ottawa and Toronto
- Prepared client invoices within QuickBooks
Education
Completed Coursework - Business Administration And Management
Algonquin College
Ottawa, ON04-2018
TR Leger
Hawkesbury, Ontario01.2016
Skills
- Communications
- Project Management
- Team Building
- Relationship Management
- MS Office
- Acrobat Reader
- SuperSaas CRM
- Microsoft Dynamics CRM
- Videoconferencing applications
- Google Suites
- Mac
- Windows
Languages
Fluent in English
Excellent conversational in French
Timeline
EXECUTIVE ASSISTANT, CHIEF IMPACT OFFICER
Canadian Centre on Substance Use and Addiction
06.2024 - Current
EXECUTIVE ASSISTANT AND OFFICE MANAGER
Compass Rose Group
03.2023 - 04.2024
EXECUTIVE ASSISTANT AND BOARD LIAISON
National Gallery of Canada Foundation
08.2022 - 03.2023
ADMINISTRATIVE ASSISTANT, EXECUTIVE OFFICE AND FACILITIES
Canadian Centre on Substance Use and Addiction
01.2020 - 08.2022
EXECUTIVE ADMINISTRATIVE ASSISTANT
Centre for Interpersonal Relationships
05.2018 - 01.2020
Completed Coursework - Business Administration And Management
Algonquin College
TR Leger
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