Hitomi Suzuta
Summary
Results-driven leader with expertise in strategic planning, crisis management, and policy writing. Proven ability to foster community engagement and cultivate partnerships that drive organizational success.
Overview
22
22
years of professional experience
Work History
President, Personnel Director and Board DIrector
Edmonton Japanese Community Association
Edmonton, Alberta
09.2023 - Current
- Evaluated job functions and created updated job descriptions.
- Updated and modernized employment contracts.
- Developed and executed a strategic business plan with metrics.
- Cultivated relationship building amongst staff and the board.
- Organized and facilitated efficient board meetings to reduce time obligations for the board.
- Developed outreach strategy with the use of volunteers to provide better exposure of the organization within the community.
- Developed relationships with external organizations throughout Alberta in order to provide common goals and mutual initiatives.
- Coordinated with National Association and led team for National Convention in Edmonton in 2024.
Coordinator and Team Leader
Edmonton Folk Festival
Edmonton, Alberta
07.2015 - Current
- Coordinated schedules and logistics to ensure timely execution and resource allocation.
- Managed communication between team members and vendors to facilitate collaboration.
- Documented issues and provided a final reports.
- Had volunteers monitor equipment and provided recommendations for issues that arose.
- Organized training sessions for Team Lead development.
- Managed daily operations through scheduling, assigning tasks and ensuring duties were completed.
- Facilitated communication between different departments in order to resolve issues quickly.
- Resolved customer and vendor complaints in a timely manner.
- Ensured compliance with OHS legislation and food handling processes.
- Provided leadership, training and mentoring to new volunteers.
Vice Chair and Committee Member
Christmas Bureau of Edmonton
Edmonton, Alberta
12.2013 - Current
- Facilitated strategic planning sessions for the organization.
- Developed, implemented, and provided yearly review of a risk register.
- Coordinated volunteers for activities.
- Mentored new board members.
- Provided feedback on employee performance reviews.
- Developed and implemented organizational policies and procedures to ensure efficient and effective operations.
- Established relationships with external partners to foster collaboration on community initiatives.
- Developed and implemented surveys and assessments to improve effective of staff and board operations.
- Hired personnel.
Team Leader
Edmonton Fringe Festival
Edmonton, Alberta
04.2013 - Current
- Coordinated team efforts to enhance festival operations and attendee experiences.
- Led volunteer recruitment and training to ensure effective event staffing.
- Managed scheduling and logistics throughout the festival.
- Provided training and support to motivate team members and align efforts with team objectives.
- Developed communication strategies to engage volunteers and the team to promote festival activities.
- Facilitated meetings to align team goals with festival vision and objectives and to create a positive and collaborate work environment.
- Established clear, written expectations for volunteers and provided guidance.
- Mentored new volunteers on machine operations and implemented training on safety procedures to prevent injuries.
- Created training materials and conducted group trainings on new processes or procedures.
- Collaborated with other departments to ensure alignment of goals across teams.
- Assisted with recruitment efforts by interviewing potential candidates and providing input on hiring decisions.
- Evaluated individual and team performance and identified opportunities for improvement.
- Mediated conflicts between volunteers and facilitated effective resolutions to disputes.
President and Executive Officer
Common Ground Arts Society
Edmonton, Alberta
04.2018 - 03.2025
- Led strategic planning sessions to define organizational goals and direction.
- Oversaw committee activities to ensure alignment with mission and vision.
- Developed policies to enhance organizational effectiveness and accountability.
- Mentored new board members on roles, responsibilities, and best practices.
- Evaluated organizational performance and recommended improvements for growth.
- Represented the organization at community events to strengthen partnerships and visibility.
- Presided over board meetings and ensured that all decisions were made in accordance with the organization's bylaws.
- Fostered strong relationships with key stakeholders, including government officials, funders, partners, donors, staff and volunteers.
- Advised the Board of Directors on potential risks associated with proposed actions or initiatives.
- Ensured compliance with legal requirements related to board operations and activities.
- Evaluated long-term financial strategies for sustainability purposes.
- Reviewed contracts prior to signing them on behalf of the organization.
- Created a collaborative working environment among board members while promoting transparency and trust.
- Assisted in developing annual goals that aligned with the organization's vision statement.
- Recruited new board members based on their skillset or expertise in order to strengthen the organization's leadership team.
Board Member and House Manager
Edmonton Jazz Society
Edmonton, Alberta
09.2013 - 08.2022
- Developed and implemented systems for organization and task management to streamline operations.
- Trained new staff on protocols.
- Established standards for cleanliness, hygiene, and orderliness throughout the facility.
- Organized events and gatherings that increased engagement and fostered community.
- Developed systems for efficient management of daily operations.
- Ensured compliance with local health and safety regulations.
- Had volunteers review inventory levels and compiled lists.
- Monitored volunteers to ensure there was daily completion of tasks.
- Established and enforced procedures and work standards, promoting team performance and safety.
- Hired and trained new staff.
President and Executive Officer
Northern Light Theatre
Edmonton, Alberta
10.2015 - 12.2020
- Developed and implemented strategic plans.
- Monitored staff performance, providing feedback and addressing issues.
- Provided leadership during times of organizational change and crisis situations.
- Ensured compliance with all applicable laws, regulations, industry standards.
- Conducted regular meetings with staff to review progress and collaboratively identify areas for improvement.
- Resolved conflicts between employees by providing guidance on company policies and procedures.
- Oversaw daily operations.
- Ensured compliance with industry regulations and company policies.
- Conducted performance reviews for team members.
- Had to let go an employee and deal with the former staff's appeals to EI, Human Rights, and the Labour Board.
Board Member and Committee Chair(s)
Metro Cinema
Edmonton, Alberta
10.2016 - 10.2020
- Developed strategic plans for the organization.
- Developed policies to enhance governance practice and ensure compliance with regulations.
- Mentored new board members on roles, responsibilities, and best practices in governance.
- Facilitated the recruitment of new board members.
- Developed hiring process, contracts, and hired new staff.
President and Board Member
Ottawa Folk Festival
Ottawa, Ontario
09.2008 - 09.2012
- Developed partnerships with sponsors, securing critical funding and resources for successful event execution.
- Oversaw volunteer management, facilitating effective training and coordination to ensure seamless festival operations.
- Managed budget allocation for festival activities, ensuring responsible financial planning.
- Developed policies, procedures, and short-term and long-term goals for the organization.
- Collaborated with staff members to ensure operational efficiency of the organization.
- Represented the organization at community events and public forums to promote its mission.
- Developed and executed strategic business plan to attain assigned metrics.
- Managed personnel issues including recruitment, hiring, training, performance evaluation, and termination.
- Provided leadership and guidance on budgeting decisions to maximize resources available.
- Cultivated and maintained positive working relationships with employees, executives and other stakeholders.
- Organized and facilitated board meetings, strategic planning sessions, and annual conferences.
- Resolved conflicts between staff members by listening attentively and providing constructive feedback.
- Diminished regulatory risks by strict adherence to insurance and safety regulations.
- Spearheaded crisis management efforts to protect company reputation and stability.
- Let go a long term employee and developed process for hiring and evaluating future employees.
Volunteer Coordinator
Ottawa Festival Network
Ottawa, Ontario
01.2010 - 12.2010
- Coordinated volunteer schedules for various festival events and activities.
- Created promotional materials that successfully attracted new volunteers for events.
- Facilitated effective communication between volunteers and festival organizers to ensure smooth operations.
- Implemented feedback systems to improve volunteer experiences during festivals.
- Communicated regularly with volunteers, assisting with issues and questions.
- Coordinated onboarding and orientation processes for new volunteers, enhancing their integration into the team.
- Provided guidance on how to best utilize available resources in order to maximize the impact of volunteer work.
- Identified volunteer service opportunities and associated requirements.
- Developed and managed volunteer recognition, engagement and retention practices.
- Managed volunteer database and volunteer service hours for inclusion in monthly and year-end volunteer reports.
- Matched volunteers with open positions based on individual strengths and knowledge.
- Evaluated feedback from volunteers regarding their experience working with the organization.
- Led new volunteer orientation to organization and programs.
- Monitored compliance with organizational policies and procedures.
- Resolved any conflicts that arose between staff members or between staff members and volunteers.
- Developed and implemented volunteer recruitment plans.
- Conducted periodic reviews of existing programs to identify areas of improvement.
- Reviewed online volunteer applications and managed volunteer background checks.
- Created job descriptions for all volunteer roles.
- Collaborated with external organizations to coordinate volunteer participation in community events.
- Utilized social media and other digital tools to recruit volunteers and promote volunteer opportunities.
Coordinator (Tennis Venue Volunteers)
2005 Canada Summer Games
Regina, SK
01.2004 - 12.2005
- Coordinated volunteer schedules, ensuring optimal staffing levels for successful event execution.
- Trained volunteers and ensured compliance with event operations and safety protocols.
- Monitored compliance with organizational goals and requirements to ensure safe and successful game operations.
- Managed communication between stakeholders, including athletes and event officials.
- Facilitated communication between volunteers and event management teams to resolve any issues.
- Reviewed volunteers' work to check adherence to quality standards and proper procedures.
- Developed and implemented policies and standards with management to improve internal processes.
- Recruited, interviewed and selected volunteers to fill vacant roles.
- Provided support to event organizers by handling inquiries and logistics.
- Resolved customer complaints in a timely manner.
- Helped create a welcoming and collaborative atmosphere for participants and spectators alike.
- Ensured volunteers completed assigned tasks within established deadlines.
- Supported event preparation and execution to ensure successful community participation.
- Organized and maintained records of volunteer hours and donations.
Skills
- Strategic planning
- Crisis management
- Change management
- Staff management
- Risk mitigation
- Regulatory compliance
- Policy writing
- Diversity initiatives
Management Tasks
- Recruited and trained staff.
- Negotiated and settled staff collective agreement.
- Recruited and trained volunteers for events.
- Developed comprehensive human resources policies and procedures to match organization's strategic plans.
- Developed and implemented human resources manuals for employees and volunteers.
- Developed and executed strategic plans with metrics.
- Developed and executed risk management registers.
- Cultivated and maintained positive working relationships with employees, board and other stakeholders.
- Organized and facilitated board meetings, strategic planning sessions, annual general meetings, and conferences.
- Coordinated work flow for employees to ensure maximum efficiency and to accomplish organizational goals.
- Instituted conflict resolution process.
- Resolved conflicts amongst employees and volunteers.
- Developed and implemented employee and volunteer performance program.
- Ensured organization complied with regulatory bodies and collective agreements.
- Represented organization at events, conferences, and public engagements.
Timeline
President, Personnel Director and Board DIrector
Edmonton Japanese Community Association
09.2023 - Current
President and Executive Officer
Common Ground Arts Society
04.2018 - 03.2025
Board Member and Committee Chair(s)
Metro Cinema
10.2016 - 10.2020
President and Executive Officer
Northern Light Theatre
10.2015 - 12.2020
Coordinator and Team Leader
Edmonton Folk Festival
07.2015 - Current
Vice Chair and Committee Member
Christmas Bureau of Edmonton
12.2013 - Current
Board Member and House Manager
Edmonton Jazz Society
09.2013 - 08.2022
Team Leader
Edmonton Fringe Festival
04.2013 - Current
Volunteer Coordinator
Ottawa Festival Network
01.2010 - 12.2010
President and Board Member
Ottawa Folk Festival
09.2008 - 09.2012
Coordinator (Tennis Venue Volunteers)
2005 Canada Summer Games
01.2004 - 12.2005