Rosa Maria Awad

I am a bilingual administrative professional with more than 15 years of experience in a variety of milieux. I have worked extensively in supporting senior leadership teams and Governing boards, and have experience with supporting hr, finance and operations teams.

April 2023- Current
EXECUTIVE ADMINISTRATIVE OFFICER, The Ottawa Food Bank SUPPORT TO THE CHIEF EXECUTIVE OFFICER
● Coordinates, tracks, and organizes the activities and initiatives of the Office of the Chief Executive Officer. Ensures that initiatives and activities are tracked, items are scheduled
and brought forward for follow up, and that CEO is kept abreast of statuses.
● Monitors, coordinates, and reports on deliverables, timelines, and action items related to high level organizational initiatives, such as the strategic plan and annual operating plans.
● Liaises with members of the Senior management Team on behalf of the CEO, including discussions regarding highly confidential information.
● Collaborates with staff to draft documents and presentations on behalf of the CEO, or to gather information or updates on behalf of the CEO.
● Draft memos, emails, letters, reports, and communiques for the Chief Executive Officer.
● Prepares meeting packages for the CEO, ensuring that required background materials and information is provided, allowing time for review prior to the meeting.
● Manages the CEO’s calendar, including scheduling internal and external meetings and appointments.
● Makes travel arrangements (e.g. hotels, flights, transportation) for the CEO.
● Prepares and submits expense reports and travel claims on behalf of the CEO.
● Handle calls, mail, and other communication that flow through the Office of the Chief
Executive Officer.
 

SUPPORT TO BOARD OF DIRECTORS, SENIOR MANAGEMENT TEAM, AND MANAGEMENT TEAM
● Identifies, develops, and coordinates agenda items for Board, Senior Management, and other meetings. Provides logistical and administrative support for meetings with the Board of Directors.
● Collects, prepares, and distributes materials for all Board, Board Committee, and Senior Management meetings. Prepares minutes of meetings, oversees the recording of decisions and actions and the retention of documents as required.
● Supports and advises the Board and Board committees, ensuring policies and procedures are followed for Board activities and decisions. Maintains expert knowledge and understanding of Board bylaws and processes.
● Develops and maintains filing systems, records retention processes, and databases for the Board and the Chief Executive Officer, ensuring security of confidential items. In
collaboration with the Board Secretary, ensures document retention and destruction is in accordance with legal requirements and Board bylaws.
● Assist the Senior Management Team to facilitate completion of projects and action items and provides administrative support as needed.
 

OCTOBER 2021 – OCTOBER 2022 (CONTRACT)
EXECUTIVE ASSISTANT, OTTAWA SALUS CORPORATION
Client Database management (EMH Ware), as well as staff training on EMH Ware
Board and Committee coordination- Member coordination, scheduling, agenda creation and material creation and distribution.
Client/Tenant Support- Taking client/customer payments and providing receipts and documentation. Recording tenant work orders and dispatching maintenance staff.
Senior Management Support- Supporting and fulfilling needs of senior management, this included but was not limited to : calendar coordination, report generating/creation, spreadsheet database creation, event planning (client events, All Staff training & Social events, Donor Appreciation & Fundraising events), organizational support with large scale projects and digital/physical files, handling sensitive information with discretion
HR Support- Policy research & review, staff screening reporting and documentation
General Administrative Support – PPE & Office Supply purchasing and inventorying, staff technical support
 

JANUARY 2018 – OCTOBER 2021
VARIOUS ROLES, ANGLICAN DAY PROGRAMS, CENTRE 454, THE WELL, ST LUKE’S TABLE (NOW BELONG OTTAWA)
General Administrative duties- Manages files, creating documents and forms for organization use. Purchasing and acquisitions Meeting coordination & minute taking. Creating informative reports and preparing presentation materials for events and education. Monitoring and managing finances and payments. Support Executive Director in scheduling, communications, HR procedures as well as event planning & fundraising. Minute taking and meeting coordination (digital & physical). Experience in interpreting, explaining and applying policies and regulations.
Volunteer Management- Interviewing, screening & scheduling new and prospective volunteers. Training volunteers for their roles and handling conflict or issues as needed.
Social Media/Communications Coordinator- Create and schedule content for the three social media profiles used by the Anglican Day Program. Support fundraising efforts both of Day Programs and Community Partners via email blasts (Constant Contact, Canva, MailChimp), with social media tie-ins. Cultivate relationships via social media with community and partners within it. ODSP Application Support Program Administrator- Supporting the ODSP ASW team in completing client applications by seeking medical records, maintaining client databases, file maintenance, data entry and scheduling appointments with outside professionals and agencies.
 

JUNE 2016 – NOVEMBER 2017
ASSISTANT TO MANAGER/ADMINISTRATIVE ASSISTANT, TONY GRAHAM TOYOTA
● ● ● ● ● ● ● ● ●
Administrative liaison to upper management
Cultivating relationships with outside corporate affiliates
Creation & maintenance of files
Tracking of progress of units going through services Insuring parity between website & physical stock
Creation of Vehicle descriptions (narratives)
Customer Service/Customer problem solving & retention
Schedule Coordination for Used Car Manager
Sales report creation & presenting/interpreting resulting data for management

FEBRUARY 2016 – APRIL 2016 (CONTRACT)
BOOKKEEPING/DATA ENTRY, MSCC INC. /95809166 CANADA INC
● Invoice reception & verification
● Payroll Management, Vacation Amount tracking, Vacation Pay calculations.
● Office Management, supply order coordination, maintenance scheduling, Courier
arrangements.
● Employee relations-Monitoring productivity, giving guidance and training.
● Bookkeeping & Accounting Procedures
● Sales reports, profit reports and inventory trends and budget forecasts.
 

JULY 2015- NOVEMBER 2015
ACCOUNTING ASSISTANT, OTTAWA GOODTIME CENTRE
● Accounts Payable & Receivables administrator
● Financing & Loan processing and maintenance
● Warranty Claim duties, matching recall and completed warranty works with work orders.
● Data Entry-receipt of recall information, recording of sales offers & interest rate changes, general
information processing.
● Payroll Management, Vacation Payments, Claim Reviews & payouts
● Office Management & participating in management meetings.
 

NOVEMBER 2011 – DECEMBER 2013
EXECUTIVE ASSISTANT TO PRESIDENT, BELAND ORGANIC FOODS LTD.
● Accounts receivables & Payable (manually, excel spreadsheets)
● Creation of Sales reports & Fiscal Status reports
● Generation material for ads, press releases, media kids
● Coordination promotional events and material
● Customer Inquiry Liaison
● Employee Health benefit coordinator
● Data Entry
● Creation of new product listing information

JANUARY 2007 – MARCH 2011
VARIOUS POSITIONS, A 1 LUMPERS INC.
● Hiring and Employee file maintenance
● Dispatch, scheduling employees to proper locations and times
● Payroll, employee management, health benefit coordinator
● Invoicing, banking and other accounting responsibilities

Business and Accounting- Oulton College, Moncton NB