DAWN LANGFIELD RESUME 2016

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  • DAWN LANGFIELD 1032-20 Carlton Street, Toronto, ON M5B 2H5 :: 416.677.5883 :: langfieldent@rogers.com

    SENIOR EXECUTIVE ADMINISTRATIVE PROFESSIONAL

    Organized and detail-oriented Executive Assistant with experience providing administrative support to high profile senior

    executives, politicians, business leaders and their clients. An independent and self-motivated professional accustomed to fast paced environments with heavy volume. Problem solver with superior research and writing skills

    Takes initiative to implement improvements to maximize efficiency

    Savvy relationship development skills as demonstrated with clients, high level executives, their assistants, business

    leaders and colleagues at all organizational levels. Makes effective administrative and procedural decisions, uses sound judgment. Dedicated and focused; able to prioritize and complete multiple tasks and follow through.

    Highly proficient in Microsoft Word, Power Point, Excel, Outlook 2010 and 2013, Office 2010 and 2013, MS Word,

    Excel, PowerPoint, Dictaphone transcription. Concur, Telemetrix 360, iManage, Chrome River DMS, Elite, Webview, TimeKM, Interaction, Nuance, pdfDocs

    Deltaview, Workshare Compare, Track Changes FrontPage, Expression Web, FTP programs

    SendOuts, LinkedIn Recruiter

    PROFESSIONAL EXPERIENCE

    Dickinson Wright LLP (Cartel Inc.), 199 Bay Street, 22nd Floor, Toronto, ON M5L 1G4

    July 18, 2016 September 14, 2016 (contract basis); Intermediate Legal Assistant, Corporate Department

    Provided Legal Assistant support to 2 Partners and one Associate in the Corporate Department, which includes:

    Formatting and revising documents for corporate and commercial transactions

    Preparation of Record Books for corporate transactions

    Generating proformas and overseeing the issuance and delivery of client invoices

    Handle all expenses, those past due and entering new ones into Chrome River

    Booking travel, both domestic and international through Concur

    Opening new client files and managing filing system.

    Proactively handle the opening, day to day management and closing of client files (physical and electronic files)

    Engaging in social media and marketing efforts

    Scheduling meetings and managing lawyer calendars and travel arrangements

    Faxing, photocopying and scanning documents and correspondence.

    Manage the administrative needs of all the practices

    Accomplishment: cleaned up and finished off all work left by former assistant (a large volume)

    Accomplishment: created a manual with instructions and guidance for those new to the firm.

    Accomplishment: gathered and added more than 2,000 connections into one of the partner's LinkedIn account for

    business development purposes.

    Royal Bank Of Canada (ZSA Legal Recruitment), 200 Bay Street, 30th Floor, South Tower, Toronto, ON M5J 2W7 November 2015 April 22, 2016 (contract basis); Senior Legal Assistant, RBC Law Group

    Provide Legal Assistant support to 5 lawyers and 2 law clerks in the RBC Law Group (in corporate and real estate work),

    including:

    Create a system of identifying which matters belonged to the correct outsourced law firm for real estate matters and

    incorporated this system into T360 program, which regulates billing for all RBC matters

    Accumulate documentation* for national Limited Power Of Attorney for "Authorized Land Discharges" and transferring detailed information into Excel chart. *Information included; the Province, date of POA, Provincial

    Registry office, Registry date, Registry # and the Named Attorneys for every Province for all RBC entities; and

    Calendar management: Scheduled meetings/appointments using multi calendars

    Opening new matter files on T360 program

    Manage expenses and reconciliation online in Concur program

    mailto:langfieldent@rogers.com

  • Dawn Langfield 416.677.5883 :: langfieldent@rogers.com

    Page 2

    Manage vacation and sick leave and submit reports at months end

    Manage floor telephone directory;

    Manage vendor orders i.e. office supplies, kitchen supplies and equipment

    Coordinated deadlines and associated documentation for lawyers

    Maintained an effective bring forward system including all background materials needed for upcoming meetings, events

    and special invitations for both lawyers Established, maintained, and updated files, databases, records and other documents

    Ensured timely responses to a variety of emailed inquiries

    Move co-coordinator for RBC Law Group (30S) moving to another floor (6S), including; Planning, strategy and logistic meetings,

    Incentives to purge offices towards a paperless environment

    Sending boxes of files to storage

    Coordinate recycling, repurposing supplies, moving bins, etc.

    Contact person on move day

    Accomplishment: contributed to Diversity program within department by designing marketing materials

    Accomplishment: created a manual with instructions and guidance for those new to the RBC Law Group, including a

    detailed floor map, which was not in place for future use by the Group.

    Accomplishment: received 2 performance-related awards based on improving protocols in place.

    Group Four Executive Strategies Inc.*, 100 King Street W., Suite 5600, Toronto, ON M5X 2A1

    January 2014 July 2015; Executive Assistant to Michael Cooper, Managing Director *Company closed July 2015 due to ill health of owner, who eventually passed away.

    Provide Executive Assistant support to the Managing Director

    Calendar management: Scheduled interviews/meetings using multi calendars for Managing Director and Recruitment

    Consultant Write, revise and post job advertisements on Group Four website and job search websites

    Search for appropriate candidates to fill current available positions Schedule and organize interviews with suitable candidates

    Administer testing and document test scores

    Communicate requirements and duties to prospective candidates

    Process criminal, credit and background checks for suitable candidates Maintain good relationship with all corporate clients and candidates

    Keep records in hard copy and electronically of candidate interviews

    Maintain the internal CVs database (Sendouts)

    Maintaining file records, handling the correspondence and writing memos, e-mails, letters and making copies.

    Maintain and draft invoices and receipts; deposit all incoming client cheques

    Keep active job posting database and update daily Manage expenses and reconciliation

    Develop all templates for office use

    Ordering and maintaining office equipment and supplies

    Proofing and ordering business cards, letterhead, envelopes, etc.

    Researched and implemented purchase of health and dental benefits

    Accomplishment: wrote entire content for website www.groupfourexec.com

    Accomplishment: began earning commission on recruitments with gained industry experience

    Cassels Brock & Blackwell LLP, 40 King Street W., Suite 2100, Toronto, ON M5H 3C2

    2003-2013 - Executive Assistant joint to Chairman and a Partner in Business Law 2000-2003 - Legal Assistant, Entertainment Law and rotation assistance

    Composed correspondence and other documentation to ensure accuracy and consistency

    Calendar management: Scheduled meetings/appointments using multi calendars for both lawyers

    Arranged detailed travel plans, domestically and internationally Drafted detailed itineraries for travel and meetings, including ground transportation

    Coordinated multiple Board of Director meetings and liaised with high profile executives

    Coordinated and set up high-level special events and receptions including guest lists, invitations, RSVP lists and

    mailto:langfieldent@rogers.comhttp://www.groupfourexec.com/

  • Dawn Langfield 416.677.5883 :: langfieldent@rogers.com

    Page 3

    coordinating boardroom set up and catering requirements

    Coordinated multiple media requests and drafted quotes for media purposes

    Liaised with University of Toronto President's staff during Chairman's role as Chancellor

    Liaised with numerous charitable and non-profit organizations in coordinating speaking engagements

    Acted as liaison between clients, senior executives and administrative staff Drafted client accounts and made detailed edits and calculations on complicated accounts

    Maintained an accurate docket entry system using TimeKM and Elite

    Processed all related client accounts in a timely manner

    Maintained client contact database totalling 10,000 contacts for both lawyers Coordinated deadlines and associated documentation for both lawyers

    Maintained an effective bring forward system for both lawyers including all background materials needed for upcoming

    meetings, events and special invitations for both lawyers Established, maintained, and updated files, databases, records and other documents for both lawyers Ensured timely responses to a variety of written and emailed inquiries

    Provided assistance to clients i.e. reproduction of accounts, booking boardrooms, document production, etc.

    Participated in a panel led by the Chief Operating Officer to identify ways to improve operational productivity

    Accomplishment: Awarded a coveted bonus for achieving a high level of productivity and reliability Fasken Martineau LLP, 333 Bay Street, Suite 2400, Bay Adelaide Centre, Toronto, ON M5H 2T6

    1998-1999 - Legal Secretary, Securities and Mergers & Acquisitions Practice Group

    Provided all administrative services to a partner in the business law and securities area of the firm Revised large legal documents usually under extreme deadlines

    Scheduled meetings/appointments and drafted correspondence and client accounts

    Maintained an accurate docket entry system

    Updated client working files and group lists

    Maintained and reorganized previous system into an efficient precedent filing collection Accomplishment: Implemented a client contact database which did not previously exist

    Accomplishment: Implemented a customized blacklining system for my particular lawyer that was not previously in

    place to ensure his revisions were noted separately on long securities documentation.

    Davies Ward Phillips & Vineberg LLP, 155 Wellington St W, Toronto, ON M5V 3J7 1992-1998 - Legal Secretary, Competition Group

    Provided all administrative services to a partner in the competition law area of the firm where the workload was very

    heavy and had extreme deadlines Position required frequent overtime

    Handled highly confidential case matters regarding competition law

    Regular filings with the Competition Bureau which included tight deadlines Asked to be part of a panel to discuss ways to improve the morale and productivity of the support staff

    Hand delivered filings to the Competition Bureau in Ottawa when necessary

    Duties also required: drafting routine correspondence; scheduling meetings/appointments; drafting client accounts;

    maintaining an accurate docket entry system; updating client working files and group lists; maintaining an efficient

    precedent filing collection; maintaining a BF system; and handling all detailed travel plans Accomplishment: Awarded a coveted bonus for achieving a high level of productivity and reliability along with a heavy

    workload

    EDUCATION

    Asbury University, Wilmore, KY Liberal arts coursework E. Hartford High School

    E. Hartford, CT Grade 12 graduate

    References available upon request.

    mailto:langfieldent@rogers.com