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About

Energetic, bilingual and detail-oriented, Ms. Ryan's experience includes providing exceptional, detailed, and adaptive support to senior executives; leading and supporting a team of 60 staff; developing and executing complex projects, high profile event planning, government and industry relations, and fundraising for       non-profits at the federal and provincial levels. A highly skilled, organised administrator with excellent communication skills, Alison is able to identify opportunities, address matters with tact and professionalism, and build and maintain relationships. Alison is a team player, able to delegate and manage competing priorities with a clear vision to accomplish targeted goals.

WORK EXPERIENCE

February  2016present

Executive Assistant to the Deputy CEO and Executive Director Office of Specialty Education

Royal College of Physicians and Surgeons of Canada
  • Successfully implemented a coding and tracking system for all correspondence, actions, deliverables and meetings into or from the Deputy CEO/Executive Director, ensuring all matters are prioritised and addressed in a timely fashion.

  • Manage deadlines and commitments to or from executive to ensure timely response and appropriate action by others on behalf of the executive.

  • Provide a prompt and professional, supportive communications link between the office of the executive and all internal and external stakeholders.

  • Coordinate and manage the executive director’s calendar and schedule; compile all required background documentation required for meetings and travel.

  • Independently support the executive by planning and preparing meeting agendas, annotated agendas, action items, correspondence, reports and presentations, including for the individual and group OSE Leadership and Management Teams, the OSE Town Halls, and the Post Graduate Deans.

  • Draft agendas, take minutes, interpret and synthesise discussion, follow up on action items/decisions and ensure they are completed and resolved.

  • Prepare correspondence for executive's signature, and compile background information for responses requiring executive's attention.

  • Ensure accuracy of report and presentation contents, translation and the timely submission of documents as required.

  • Provide coaching and strategic advice to coordinators and administrative staff within the organisation.

  • Manage Senior Management, Council and multiple Board and Committees’ (internal and external) meeting materials, planning and support as required, and all logistical matters, as required.

  • Manage departmental operations, including initiating meeting requests, managing multiple calendars, budgets, contracts, and databases, reviewing and processing expense claims and travel requests for the executive and his team.

  • Review and process payroll approval, attendance and vacation tracking, and other duties as required, on behalf of the Executive Director.

  • Provide support, as required, to the OCEO, Governance Dept., Change Initiative Advisor, and the OSE Directors, managers, and team leads.

2015February 2016

Executive Assistant to the CEO

Polytechnics Canada
  • Support the ongoing lobbying efforts of the Chief Executive Officer and the Board of Directors
20132015

Office Manager, Executive Assistant, Governance Administrator

Rideauwood Addiction and Family Services
  • Responsible for improving and developing processes for all areas of material resources and administrative staff support for 60 staff, serving over 3000 clients annually.
  • Provided comprehensive administrative support to the Executive Director, Director or Corporate Affairs, and Board of Directors.
  • Managed all areas of departmental operations, including initiating meeting requests, managing multiple calendars, email activity, and related reports and materials, budgets, contracts, and databases, reviewing and drafting correspondence and processing expense claims and travel requests.
  • Developed and implemented government relation advocacy plans for the Drug Treatment Court Ottawa Federal/provincial transfer.
  • Drafted, edited and proofread correspondence and reports, including the Annual Report, funding and partnership proposals, newsletters, media releases and any related general inquiries.
  • Coordinated facilities management, including purchasing all resources, obtaining quotes, negotiating with and supervising contractors.
  • Managed Board meeting materials, planning and support as required, including calendar and meeting management, drafting agendas and Executive reports, tracking strategic objectives and planning sessions, minute and message taking, and meeting room facilities and catering when required.
  • Manage the administrative staff, including hiring and terminations, related payroll approval, attendance tracking, vacation coordination and other duties.
20092013

Executive Assistant, Industry and Stakeholder Relations

Sustainable Development Technology Canada (SDTC)
  • Responsible for prioritizing government, stakeholder, and industry relations, and related deliverables.
  • Supported the Vice President; managing executive deliverables and reporting, including Federal fundraising, Parliamentary and industry advocacy and awareness campaigns, and events.
  • Provided strategic advice, managed and guided coordinators and administrative staff within the organization.
  • Delegated deliverables within the department, monitored progress and guaranteed deadlines.
  • Managed all areas of departmental operations, including initiating meeting requests, managing multiple calendars, email activity, and related reports and materials, budgets, contracts, and databases, reviewing and drafting correspondence and processing expense claims and travel requests.
  • Provided any support as required, including minute and meeting note taking, and other duties.

20072008

Centennial Assistant (14 month term)

Canadian Nurses' Association
  • Managed Centennial events throughout the year, including speech writing and letter writing campaigns, supporting the Communications Specialist.
  • Drafted and edited the CNA-CMA Media Awards' materials, including scripts and video montages.
  • Provided administrative support to the Chief Executive Officer, Chief Operating Officer, Scholar in Residence, and Board of Directors.
  • Managed Board meeting materials and planning, and meeting room facilities when required.
  • Managed all areas of departmental operations, including multiple calendars, email activity, travel and expenses, meetings and related reports and materials, budgets, contracts, and databases.
  • Provided a full range of administrative support as required, including filing, minute and message taking, attendance tracking, vacation coordination and back up support, other duties as required.
20042005

Branch Administrator

HSBC Securities (Canada) Inc.
  • Provided detailed compliance and sales support, and office administration services to the Branch Manager and Senior Financial Planner.
  • Executed detailed customer service support including handling client inquiries, sales transactions, and communications support.
  • Managing on-site facilities, technical support.
  • Prepared newsletters and event planning.

SKILLS AND QUALIFICATIONS

Project management. Meeting deadlines. Managing projects, campaigns and initiatives, reporting and tracking, budget planning. Supervising consultants and suppliers. Managing competing priorities in a fast-paced environment.

Strategic Planning. Make a plan and achieve results. Real experience in designing and implementing a strategic plan with key objectives, targeted milestones, Limited budgets and achieved results.

Government and Public Relations. Making it happen. Demonstrated ability to work with the Federal and provincial governments and key industry players to achieve strategic objectives by working with the right people at the right time.

Event Planning. Creative thinking. Organized and efficient. A seasoned event planner with a track record of proven successes.

Highly skilled with both Mac and PC. Excellent with Microsoft Office. Strong web management and research abilities. Strong knowledge of social media platforms and the Ontario Telehealth Network.

KEY ACCOMPLISHMENTS

Recapitalization of the SD Tech Fund. Worked closely with the vice president in a successful two year fundraising campaign, obtaining $40 million in the 2011 Federal Budget.

Successfully coordinated with the Department of International Trade to achieve successes in international cleantech exports and business partnerships in China.

Launch of the Cleantech Caucus. The creation of this caucus has meant a stronger voice for a new industry in Parliament and across the country.

Education

2006

Algonquin College
  • School of Media and Design
2004

Mass Communications

Carleton University