Summary
Overview
Work History
Education
Skills
Languages
References
Timeline
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Theresa Sousa

Winnipeg,MB

Summary

Multitalented professional with several years in top-tier organizational support. Skilled at close work with senior executive team. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities. Highly organized and efficient executive assistant with experience in both public and private sector administrative support. Skilled in managing complex schedules, coordinating executive meetings, and improving office workflows to enhance productivity. Successful in implementing new filing and organizational systems that increase efficiency in document management. Known for maintaining discretion with confidential information and effectively supporting senior executives by reducing their administrative burden. Highly-motivated employee with desire to take on new challenges. Strong work ethic, adaptability, and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills.

Overview

35
35
years of professional experience

Work History

Executive Assistant to CEO & Registrar

Manitoba Dental Association
Winnipeg, Canada
11.2023 - Current
  • Maintain accurate and detailed calendar management for CEO & Registrar.
  • Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure day-to-day engagements.
  • Act as a liaison and support to the Board of Directors and Executive Committee.
  • Arrange and handle all logistics for Board and Executive meetings and events; schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
  • Adhere to compliance with applicable rules and regulations set by the bylaws regarding Board matters.
  • Complete a broad variety of administrative tasks that facilitate the CEO's and Registrar's ability to effectively lead the organization.
  • Including assisting with special projects, designing, and producing complex documents, reports, and presentations.
  • Maintain contact lists, make travel arrangements, and complete expense and mileage reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and Registrar, including those of a highly confidential or critical nature.
  • Collaborate with various organizations & external stakeholders of with the Manitoba Dental Association.
  • Participate in the annual convention.
  • Provide administrative assistance to the Manitoba Dental Foundation.
  • Complete bank reconciliations for the Manitoba Dental Foundation, including the preparation of financial statements.
  • Maintained confidential records and files related to executive operations.
  • Monitored incoming emails and responded accordingly in a timely manner.
  • Facilitated communication between senior management and staff.
  • Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • Greeted visitors warmly upon arrival at the office premises.
  • Developed effective filing systems for easy retrieval of information when needed.
  • Scheduled appointments for executives with external parties such as vendors or suppliers.
  • Answered telephone calls from customers or clients providing assistance where necessary.
  • Ensured that all relevant paperwork was completed accurately prior to submission for approval.
  • Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
  • Assisted in organizing conferences, seminars and other events as directed by the executives.
  • Responded promptly to inquiries from customers or clients regarding products or services offered by the company.
  • Facilitated communication between different departments within organization.
  • Managed all aspects of catering needs for special events hosted by the organization.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
  • Handled confidential information with discretion and integrity.
  • Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
  • Facilitated board meeting agendas and distributed support materials in advance for successful sessions.

Admin. Asst. (Resident Care)

Saul & Claribel Simkin Centre
Winnipeg, Canada
03.2022 - 04.2023
  • Prepare agendas, type, and maintain minutes, including the distribution of information for a variety of committees, including the Resident Care Team, Resident Care CQI, Infection Control and Pharmacy unit meetings, Medical Advisory Committee, and other committees as assigned.
  • Prepare and compile documents and statistical data for various committee meetings.
  • Works independently as well as part of a team, ability to prioritize multiple tasks to meet specific deadlines.
  • Identifies, analyzes, and solves problems within the scope of the position.
  • Maintains policy and procedure manuals essential for the operation of the Resident Care Department.
  • Provided support to the Infection Control Department and Resident Units.
  • Ordered supplies for the entire Centre.
  • Maintained scheduling of meetings and events including catering.
  • Scheduled facility room bookings.
  • Provides sick and vacation relief for the Executive Assistant to the CEO and the Scheduling Clerk.
  • Assumed responsibility for projects as required, and performs other duties as assigned.

Administrative Assistant

Manitoba Possible
Winnipeg, Canada
09.2020 - 02.2022
  • Administrative Assistant for nine (9) Jordan's Principle therapists.
  • Create and maintain client files, including tracking of all forms required.
  • Process new referrals for Speech and Language, and Audiology.
  • Prepare month-end stats for the Department Manager.
  • Coordinate and book Zoom calls for therapists.
  • Assist with booking Telehealth meetings.
  • ACCURO lookups.
  • Assist the POTC Department Manager with special projects as needed.
  • Handled confidential documents in an organized fashion according to established protocol.
  • Conducted research on various topics as requested by management.
  • Scheduled appointments between clients and customers and internal staff members.
  • Developed and maintained filing systems for confidential documents and records.
  • Managed incoming calls while providing information or transferring callers to appropriate personnel.
  • Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.

Administrative Assistant

Wpg. School Div.
Winnipeg, Canada
09.2002 - 12.2017
  • Provide executive support to the School Principal, Vice Principal, and 55 school personnel.
  • Attend Divisional Budget Meetings.
  • Review and monitor school and classroom budgets.
  • Accounts payable & receivable for school and staff.
  • Prepare a weekly administration calendar and a monthly school calendar.
  • Schedule monthly staff meetings, performance evaluations, and parent-teacher interviews.
  • Prepare and monitor all school permits.
  • Obtain venues for various school functions.
  • Deal effectively and tactfully with all levels of division personnel, students, and the public.
  • Ability to maintain discretion with respect to sensitive or confidential information.
  • Able to work under minimal supervision as a self-motivated member of the administration team.
  • Prepare the monthly school newsletter, reports, opening day school handbook, etc.
  • Maintain Student Data and Attendance Base (Mayet).
  • Knowledge of school accounts payable and receivable, including e-funds.
  • Ordering of all classroom and office supplies.
  • Operate the school P.A. System, fax, copier, and printers.
  • Review and monitor the school budget, along with individual teacher classroom budgets.
  • Perform all other duties as assigned.
  • Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
  • Processed invoices for payment using accounting software applications.
  • Developed and maintained filing systems for confidential documents and records.
  • Managed incoming calls while providing information or transferring callers to appropriate personnel.
  • Greeted visitors and provided general information about the school.
  • Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
  • Updated contact lists regularly when changes occur in employee status or contact information.
  • Developed and implemented filing systems, both digital and physical, improving document organization and retrieval efficiency.
  • Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
  • Sorted and distributed incoming faxes, letters and emails for office distribution.

Executive Assistant

Wpg. Child & Family Services
Winnipeg, Canada
09.1990 - 09.2001
  • Provide executive support for the Executive Director and the Program Managers.
  • Exercise a large degree of independence in identifying and prioritizing your daily workload.
  • Compose, draft, and prepare correspondence.
  • Attend all program meetings and union hearings to record, process, and transcribe minutes.
  • Type, draft, and process all confidential materials relating to labor relations.
  • Schedule and coordinate appointments and meetings.
  • Review and prioritize incoming and outgoing mail.
  • Performed a variety of job functions related to Human Resources (i.e. Maintain personnel files, set up interviews, prepare documentation for salary increases, and complete performance appraisals.
  • Contact with agencies and organizations.
  • Utilize exceptional interpersonal skills to respond appropriately in difficult and confidential situations with staff, government officials, and the public.
  • Facilitated communication between different departments within organization.
  • Developed effective filing systems for easy retrieval of information when needed.
  • Assisted in organizing conferences, seminars and other events as directed by the executives.
  • Scheduled appointments for executives with external parties such as vendors or suppliers.
  • Performed data entry tasks into various software programs including MS Excel spreadsheets.
  • Managed all aspects of catering needs for special events hosted by the organization.
  • Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
  • Maintained confidential records and files related to executive operations.
  • Responded promptly to inquiries from clients regarding services offered by organization.
  • Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
  • Greeted visitors warmly upon arrival at the office premises.
  • Answered telephone calls from customers or clients providing assistance where necessary.
  • Ensured that all relevant paperwork was completed accurately prior to submission for approval.
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • Facilitated communication between senior management and staff.
  • Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
  • Managed daily invoices, reports and proposals.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.

Education

Some College (No Degree) - Business Administration And Management

Daniel McIntyre Collegiate
Winnipeg, MB
06-1979

Skills

  • Databases
  • Interviewing
  • Calendar management
  • Operating systems
  • Microsoft Outlook
  • Microsoft Windows
  • Analysis skills
  • Office management
  • Human resources
  • Journal entries
  • Accounts payable
  • General ledger reconciliation
  • Bank reconciliation
  • Event planning
  • Project management
  • Account reconciliation
  • Accounting
  • Accounts receivable
  • Personal assistant experience
  • Meeting coordination
  • Travel arrangements
  • Document preparation
  • Confidential record management
  • Board meeting logistics
  • Financial reporting
  • Stakeholder communication
  • Time management
  • Problem solving
  • Attention to detail
  • Interpersonal communication
  • Conflict resolution
  • Office administration
  • Customer service
  • File organization
  • Email management
  • Scheduling
  • Self-starter
  • Bookkeeping
  • Spreadsheet tracking
  • Articulate and well-spoken
  • Invoice processing
  • Meticulous attention to detail
  • Database management
  • Professional and mature
  • Proofreading
  • Administrative support specialist
  • Executive support
  • Schedule management
  • Videoconference preparation
  • Excel spreadsheets
  • Meeting planning
  • Proper phone etiquette

Languages

English
Professional
Portuguese
Limited

References

References available upon request.

Timeline

Executive Assistant to CEO & Registrar

Manitoba Dental Association
11.2023 - Current

Admin. Asst. (Resident Care)

Saul & Claribel Simkin Centre
03.2022 - 04.2023

Administrative Assistant

Manitoba Possible
09.2020 - 02.2022

Administrative Assistant

Wpg. School Div.
09.2002 - 12.2017

Executive Assistant

Wpg. Child & Family Services
09.1990 - 09.2001

Some College (No Degree) - Business Administration And Management

Daniel McIntyre Collegiate

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