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Administrative Assistant Executive

Calgary, Alberta, T2J 5W6, Canada
August 30, 2017

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August **, ****

HZ Projects Inc.

Administrative Assistant

I believe you will find my appended resume aligns very well with your current need of an Administrative Assistant. I have a proven ability to fulfill the areas this position requires and am confident and motivated to learn any new processes.

I worked for the Calgary Drug Treatment Court (CDTC) for over 3 years as the Executive Assistant to the CEO and am now obliged to pursue a new position as a reduction in government funding caused decreases in the CDTC staffing. Many of the duties I handled with the CDTC resemble your requirements regarding full circle administrative support such as management of a high volume of confidential paperwork, meeting organizations, preparation of Board of Director packages (minute-taking, dissemination of information and record-keeping), creation of filing systems (both hard and soft copy), calendar management, maintenance of database systems, creation of presentations and supporting the Treatment team.

My previous positions over the last 23 years have been with Canadian Pacific Railway, the last six years with Human Resources working for the AVP and the Total Compensation Director. In that position, in conjunction with the Communications and Public Affairs Department, I coordinated the yearly President’s Awards event which consisted of approximately 150 Canadian Pacific employees who were being recognized for exceptional service to the company, such as assistance in a life-saving event, production efficiencies and significant cost savings. The event originally encompassed flights into Calgary from across the country for a weekend to attend the awards banquet held at the Palliser Hotel. This background focuses on your need for someone with a high level of organizational skill. There was an incredible amount of detail involved with the event and required exceptional attention to every facet as timelines were extremely tight. This event afforded me the opportunity to utilize both my organizational and deadline management skills. I also performed all requirements for the HR department in general such as HRIS entries and upkeep, meeting arrangements and venues, screening of potential employees, all charity work and any special projects.

Previous to that position, I worked for the CPR Police Service, both the Calgary Detachment as well as numerous years with headquarters working directly for the Chief of Police for over 10 years as his Executive Assistant, while also supporting three Superintendents and their direct reports. This position dealt with all areas of administrative functions including experience with duty roster preparation, budgets and reconciliation of same, creation of a quarterly newsletter and all Community Service Unit pamphlets. As well, I transcribed both “hearing” and ‘investigation’ reports. My background in dealing with precise, highly confidential CPIC (Canadian Police Information Centre) queries and documentation (confidential police reports and arrest charges) addresses your need for someone with an established record of excellent attention to detail. Strict confidentiality has been a must in every positon I’ve held within the last 30 years.

My ability to field numerous workday interruptions and sudden changes in pace and priorities that are today’s environment allows me to be an effective employee. While always enjoying working within a team environment, I also welcome the challenge of working autonomously.

I am well versed in numerous computer programs including word processing, graphics and budgets. I have no doubt that I can learn any other programs this position may require.

I am a loyal, dynamic, energetic individual seeking new challenges and stability and genuinely believe that my experiences and desires will permit me to perform the required duties for this position proficiently. The opportunity to learn from the ground up for this position is very appealing to me. I would sincerely appreciate the opportunity to be afforded an interview. Awaiting your favourable response, I remain,

Respectfully yours,

Dawn McCartney

Summary of Skills

Excellent organization skills

Ability to multi-task while maintaining a high level of detail

Skilled computer abilities

Well versed in meeting protocols

Disciplined and motivated

Career History

February 2012 – March 2015 – Calgary Drug Treatment Court – Calgary, AB

Executive Assistant/Senior Administrative Assistant

Worked in all aspects for the CEO

Prepared correspondence, presentations, proposals on behalf of the CEO, the Clinical Director and the Treatment Team

Board of Directors – Minute-taking and dissemination of same, agendas, preparations of Board materials

Office Team meetings - Minute-taking, and dissemination of same, follow-up action items

Pre-Court Team meetings, minute-taking and dissemination of same

Preparation of documents and teaching requirements for the Clinical Director

Payroll, expense accounts, central database management, invoice processing, petty cash maintenance and reconciliation, special events, presentations


November 2004 – September 2010 – Canadian Pacific Railway – Calgary, AB

Administrative Assistant, Human Resources

Planned and organised the President’s Awards event which comprised numerous aspects of administrative duties and responsibilities

Top 70 Meetings – logistical details, material preparation, shared drive maintenance

Top 70 Cross-Functional train trips, logistical details, material preparation

Prepared and handled letters, reports, presentations, travel arrangements, calendar coordination, expense reports, board materials, invoice processing and various other administrative duties

March 1989 – November 2004 – Canadian Pacific Railway – Montreal, QC – Calgary, AB

Executive Administrative Assistant, Police Services

Worked directly for the Chief of Police and his direct reports

Developed presentations and created all graphics requirements

Communications Assistance for Law Enforcement Act (CALEA standardization, compliance, maintenance)

CPIC (Canadian Police Information Centre) audits, maintenance, input for HQ, Calgary and Vancouver detachments

Hearing/Investigation transcriptions

Prepared, maintained and reconciled budgets for both HQ and Calgary detachment

Processed invoices, monthly expenditures, inconsistencies

Prepared meeting agendas, recording an dissemination of minutes

Maintained payroll input, expense accounts, travel arrangements, etc.

Previous positions:

October 1988 – February 1989 – Canadian Pacific Railway Office Overload – Montreal, QC

December 1986 – September 1987, Redburn Shipping, Montreal, QC

October 1984 – February 1986 – Canadian International Paper, Montreal, Qc

March 1981 – August 1983 – Canadian Pacific Railway – Montreal, QC

Technical skills:

Microsoft Office - Outlook Word, Excel, Power Point

Snag It







Canadian Police Information Centre (CPIC)

SPSS Database

Professional Development - Administrative Courses:

NADCP Seminar (National Association of Drug Court Professionals)

Management Skills for Secretaries, Administrative Assistants and Support Staff

Medical Terminology

Professional Filing and Organization

Time Management

Objective Achievements

Managing Multiple Projects

The Executive Assistant

Developing Fundamental Critical Thinking Skills

Effective Writing

Advanced Administrative Skills

Professional File Management

Safety Courses:

First Aid


Fire Safety & Extinguisher Usage

Level I & II Health & Safety Training

Bomb Threats

Investigation of Safety-Related Occurrences Protocol (ISOP)


Other Courses:

How to Design Brochures, Catalogues, Ads, Newsletters and Reports


Lotus Notes File Management

Personal Information Protection of Electronic Documents (PIPED)

Harassment Training

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