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
