Kate Coutts

Senior executive operations professional with more than a decade of experience supporting national executives and leadership teams in fast-paced, high-accountability environments. Experienced in executive and internal communications, leadership operating cadences, cross-functional workstreams, high-priority special projects, government relations, stakeholder engagement, meetings and events, and executive administration. Known for translating complex or sensitive priorities into clear communications and practical action plans, bringing structure to ambiguous work, improving processes, and driving disciplined follow-through across multiple stakeholders.

Currently completing a Master of Public Policy, Administration and Law.

Executive Assistant to the National Executive Director & Chief Negotiator at ACTRA (2026-01 – Present)

• Leads the daily operation of the Office of the National Executive Director and Chief Negotiator, providing strategic, administrative and operational coordination to the National Executive Director, President and senior leadership team.
• Supports leadership operating cadence by coordinating agendas, executive preparation, confidential meeting materials, decision records, action items and follow-up across senior leadership and National Council.
• Serves as the central coordination point across executive leadership, elected officers, National Council and internal stakeholders, supporting information flow, strategic planning, decision-making and execution of organizational priorities.
• Drafts and coordinates executive communications, briefings, background materials, correspondence, reports and decision-ready summaries on complex, sensitive and time-critical issues.
• Translates executive priorities into action plans, organizational policies, SOPs, process maps and implementation frameworks that clarify owners, workflows, expectations and follow-through.
• Tracks decisions, deliverables, emerging issues, risks and commitments across leadership tables; identify barriers, escalate issues and support timely execution and accountability.
• Leads the end-to-end operating cycle for National Council meetings, including forward planning, agendas, materials, executive readiness, logistics, confidential sessions, decision tracking and post-meeting action management.
• Identifies and implements practical process improvements that strengthen executive-office efficiency, governance consistency, information flow and organizational accountability.
• Researches and synthesizes internal and external information into concise executive summaries, briefing materials and recommended approaches to support problem-solving and informed decision-making.

Executive Assistant to the National President at Unifor (2018-04 – 2025-12)

• Oversaw the daily operation of the Office of the National President of Canada's largest private sector trade union, providing high-level executive, operational and administrative support to the President and senior leadership team.
• Managed complex calendars, travel, logistics, briefing coordination, daily priorities and expense reporting for senior leaders; mentored administrative staff on SAP Concur processes and best practices.
• Served as a first point of contact for municipal, provincial, territorial and federal government officials, legislators and key external stakeholders, building trusted relationships and coordinating advocacy and public affairs-related work.
• Drafted executive correspondence, policy demands, lobbying requests and stakeholder communications; partnered with internal teams to prepare briefings, background materials and talking points for government meetings.
• Planned and executed meetings and events with government officials across Canada, coordinating agendas, logistics, materials, follow-up and compliance with lobbying regulations and reporting requirements.
• Managed complex, large-scale projects and cross-functional workstreams with internal teams, government representatives and external stakeholders from initiation through completion.
• Acted as primary liaison between the President, executive board, union members and external stakeholders, prioritizing sensitive communications, coordinating responses and maintaining discretion on confidential matters.
• Planned and executed national events, workshops, campaigns, conferences and seminars, coordinating speakers and participants, travel, venues, materials, logistics and stakeholder engagement.
• Supported special projects and leadership initiatives by coordinating stakeholders, tracking commitments, resolving issues and ensuring follow-through against organizational objectives.

Project Manager, Administrator at WD Records (2008 – 2018)

• Managed corporate administration, governance and operational coordination for a boutique record label operating in Toronto and Montreal.
• Led projects involving external partners, government funding programs, grant applications, press initiatives and distribution relationships; negotiated agreements with Canadian, American and European labels and distributors.
• Planned and coordinated performances, events, client meetings, venues, travel, materials and merchandising across more than 30 countries, including vendor sourcing and contracting.
• Prepared expense reports, financial and tax reporting, performance reporting and other business documentation across provincial, federal and international requirements.

Executive Assistant at Astral Media Outdoor (2007 – 2008)

• Provided executive administrative support including document assembly, translation, calendar and travel coordination, client meetings, venue bookings, materials management and expense reporting.
• Supported the quality-control setup and RFP production for the City of Toronto Street Furniture Program.

Master of Public Policy, Administration and Law – York University (2027)

Bachelor of Arts in Social Development Studies – University of Waterloo