Nancy Chabot

Dedicated and personable receptionist and administrative professional with over 20 years of experience supporting office operations. Strong communication, organizational, and customer service skills, with experience coordinating meetings, managing inquiries, and providing administrative support. Fully bilingual and committed to creating a positive experience for clients and visitors.

Executive Assistant to the Senior Director, Strategic Planning, Performance and Reporting at PSPC (2019-06 – Present)

• manage the Senior Director's schedule
• provide administrative support to the Senior Director and managers
• prepare all staffing documents using My HR resource portal, create OSSRO's for cellular, laptops and for security
• format briefing notes, memorandums, routing slips etc.
• carry out administrative tasks such as photocopying, scanning and processing translation requests, update client distribution list as required
• using a tracking log (which I created) to ensure weekly tracking of our files from our team to ADM office and DM office

Administrative Assistant to the Director, Learning and Talent Management at Human Resources Branch - PSPC (2017-11 – 2019-06)

• provided administrative support to the Director and managers
• prepared all staffing documents for new and departing employees (Security, IT, Manager's attestation form, Human Resources action request form, SLE requests and OSSRO)
• coordinated the agenda for the weekly Managers' meeting and Director's meeting
• coordinated access to information and privacy requests (ATIP)
• made travel arrangements with the new travel system (HRG)
• prepared the reimbursements in HRG
• verified my director's many budgets by adjusting the commitments and actuals

Acting Executive Assistant to the Executive Director, Ethics and Employee Support at Canada Border Services Agency (2017-05 – 2017-11)

• maintained organizational standards and procedures for records and information management (memorandum, briefing notes, letters, routing slips, reports of all kinds etc.)
• established and managed the Executive Director's schedule
• coordinated access to information and privacy requests (ATIP)
• used a tracking log to ensure weekly tracking of records
• made bank reconciliations with the help of the CAS system following the purchase of office supplies
• managed and validated budget data in the Budget Forecasting System (BFS) for management
• managed the wage forecasting system (SFS) for the general management

Administrative Assistant to the Manager of EAP, Values and Ethics at Canada Boarder Services Agency (2016-01 – 2017-04)

• provided ongoing operational and administrative support to the Manager of EAP
• compiled all stats for the EAP program
• provided support in the billing process (CAS) of EAP external service provider
• provided administrative support to the Executive Director and other team members

Senior Labour Relations Assistant to the Director of Workforce Integrity Program at Canada Border Services Agency (2012-01 – 2016-01)

• prepared all staffing forms for new employees (Security, IT, Manager's attestation form, Human Resources action request form)
• processed grievances at 4th level and at NJC levels
• responded to client inquiries regarding administrative procedures regarding their file or their personnel file
• coordinated with Union and clients a date and time for a meeting with a Senior Advisor
• verified accuracy of information in CAS
• created reports in CAS
• prepared adjudication packages for final level grievances
• processed ATIP demands; prepared memos, researched information
• prepared exclusion letters and documents
• processed, verified, and maintained documentation relating to personnel activities such as general grievances, disciplines, duty to accommodate and harassments
• knowledge of National Joint Council travel directive
• carried out administrative tasks such as photocopying, faxing, ordering office supplies and preparation of briefing books
• processed travel arrangements thru HRG system; prepared travel expense claims
• formatted and reviewed letters, briefing notes, for accuracy and clarity of terminology and spelling errors
• processed invoices in COMPAS; verified my director's account by adjusting the commitments and actuals
• knowledge of Sections 32, and 34 of the Financial Administration act

Administrative Assistant to the Director of Democratic Reform at Privy Council Office – Democratic Reform (2010-03 – 2011-12)

• formatted correspondence for the Minister of Democratic Reform and for the Leader of the Government in the House of Commons
• responsible for all outgoing correspondence
• created a tracking system in Excel for all incoming / outgoing correspondence and notes
• formatted Memorandum of Cabinets
• entered all correspondence, notes and memorandums in Webcims
• responsible for Cabdocs
• prepared and inputted all language training forms, contracts and invoices
• carried out administrative tasks such as photocopying, secure faxing, ordering office supplies and preparation of briefing books

Administrative Assistant to the Vice-President, National Affairs at Association of Universities and Colleges of Canada (2001-11 – 2010-03)

• monitored the day-to-day and longer-term schedule of VP to assist in coordinating/planning meetings and appointments
• assisted in the preparation of the annual budget for the VP's functional centre; review monthly financial statements and bring any irregularities to the attention of VP
• formatted documents and review outgoing material prepared for the VP's signature for accuracy and clarity of terminology, grammatical, spelling and typographical errors and format
• organized all meetings for the VP, Director of Communications or Senior Advisor; arranged organizational and logistical details; booked meeting rooms, arranged for catering and accommodation if necessary
• organized tele-conferences for Directors of Communications meetings throughout Canada
• made all travel arrangements and prepared itineraries for VP and prepared and submitted expense claims
• responded to Director's requests for information on divisional expenses and provide financial statistics regarding budget
• tracked divisional expenditures and assisted in monitoring year-end and month-end financial statements for accuracy and bring any discrepancies to the attention of the director

Diploma in Office Administration - General – Algonquin College (1988 – 1989)

Certificate in Desktop publishing – Algonquin College (1990 – 1990)

Grade 13 – Ecole secondaire Champlain