Resume

Sign in

Executive Assistant Customer Service

Location:
Calgary, Alberta, Canada
Posted:
February 07, 2018

Contact this candidate

Resume:

Amanda Oliver

Home: 403-***-**** • Cell: 403-***-****

ac4du9@r.postjobfree.com

S U M M A R Y

Strong, straightforward, dedicated professional offering over 9 years' extensive experience in coordination, planning and support of daily operational and administrative functions in a highly confidential environment combined with a variety of life skills. Organized, reliable and works well independently as well as in a team environment. Enjoys a fast paced environment and possess a keen sense of urgency for critical matters.

SKILL H IG H L IG H T S

Advanced MS Office Suite, Outlook/Gmail, Publisher, Adobe, Dropbox, Salesforce, SmartDraw, Visio, OneNote, Google Drive, Webex, Video Conferencing, Customer Service Training, Public Speaking, Mentoring, WCB and OHS Knowledge, Database Management, Payroll experience, Accounting experience

Intergenerational Understanding Training

Training Program Facilitator and Developer

Health and Safety Training (Management level)/First Aid

Harassment in the Workplace Training (Management level)

Pillars of Management Program (Mount Royal University)

oEffective Workplace Communication

oHuman Resource Basics for Managers

oUnderstanding Leadership

oUnderstanding and Using Financial Information

A CC O M P L IS H M E N T S

Increased office organization by developing more efficient filing system and customer database protocols.

Received several recognition awards for strong attention to detail, exemplary customer service and team-player attitude.

EXPERIENCE

STATION MANAGER

Intelcom Express July 2016 – Jan 2017

Managed daily operations of supervisors, staff and courier drivers.

Development of process’ and SOP’s for each position within new company.

Aggressively grew volume from 1000 parcel per day to 5000 parcels per day within a three month period with an average of 98% success rate.

Development of employee files and benefits. Assisted with the development of a Health and Safety program within the company across the provincial branches.

Organized and development of warehouse operations to streamline the increasing volume more effectively.

Planning of staffing schedules.

Development of courier routes and delivery zones using postal code mapping.

SENIOR ADMINISTRATIVE ASSISTANT AND CUSTOMER SUPPORT

ESPS Electrical Safety Program Solutions 04/2015 to 01/2016

Executive assistance to the President including travel booking, calendar management, and other organizational duties as necessary.

Proof and edited complex multi-section documents of various sizes incorporating text, figures, images, charts, graphs, tables, columns, table of contents, hyperlinks, book marks etc. Use of track changes functionality.

Created and modified complex document templates ensuring consistency and brand integrity is maintained.

Data and document management of both electronic and hard copy materials and archiving in accordance with company policy and standards. Successfully moved all current and historical company documents from Dropbox storage format to Google drive format within new file tree created for optimal organization.

Kept current on applicable information technology and made recommendations for improvements to processes and procedures.

Updated company website to include news articles and recently released industry documents.

Worked closely with Technical Writer and Sales Agency.

Coordinated printing and/or delivery of materials for training sessions.

Coordinated the delivery of electronic products to clients when sold. Product In A Box.

Troubleshoots and resolved technical student issues regarding the online ESTS training software.

Provided support for customer cost estimates and proposals to final sale.

EXECUTIVE ASSISTANT AND OFFICE MANAGER 08/2014 – 03/2015

FGL Sports and Mark’s

Maintained and proactively managed VP’s business needs, ensuring all information received is timely, accurate and relevant.

Managed and maintained VP’s calendar, scheduling all meetings according to the known priorities of the VP, applying discretion as to how the VP’s time is accessed.

Set up and maintained all VP files; coordinate the preparation, production and submission of summary reports.

Triaged VP’s e-mail, efficiently reading and analyzing incoming memos, submissions and reports; prioritizing required responses for the VP and preparing various forms of outgoing correspondence.

Displayed a high degree of business acumen, as well as the capacity to influence others on behalf of the VP. Managed the delegation of less consequential executive tasks.

Professionally managed internal and external relationships connected with the office of the VP via all modes of communication, including screening external calls.

Booked all travel (both international and domestic) and meeting needs and provide a detailed itinerary.

Sourced out and booked appropriate locations for vendor meetings, department Town halls, and management off sites.

Coordinated agenda and meeting notes for management meetings.

Maintained and submitted VP’s expenses.

Assisted in preparation of VP’s presentations and training materials.

Maintained the team’s training budget, current job descriptions and organizational chart.

Maintained and updated Mark’s IT department Floor Plan and coordinated moves, construction, and sourcing space, as required.

Timekeeper for vacation, sick day and hourly staff reporting to payroll; employee confidential files.

Liaise with other Executive Assistant’s within Marks, CTC, CTFS & FGL Sports for communications, meetings and best practices.

Overseeing the Administrative team including recruiting, training/succession planning, coordinating vacations to ensure consistent coverage and support to the executives and their respective teams, and including day to day operations such as:

New Employee Onboarding

ServiceNow/IMAC requests (new, change & departing) / key fobs/cards

New employee orientation

Ensure they are added to appropriate lists, phone and distribution lists.

Ensure all offices have up-to-date key’s and house the masters for any emergency situation.

Order and maintain all office supplies for department.

Building maintenance point of contact for daily needs and emergency needs.

EXECUTIVE ASSISTANT 10/2013 – 03/2014

BOSS Lubricants – CALGARY, ALBERTA

Provided administrative and personal assistance to President and CEO.

Tracked performance appraisals for staff, scheduled meetings and prepared confidential performance review letters on behalf of the President.

Managed President’s and CEO’s daily calendar and organized meetings to strategize growth and company initiatives. Prepared agendas and presentations for upcoming meetings. Organized flights and accommodations for incoming/outgoing guests and Management.

Consolidated all expense reports and submitted for payment. Tracked payment records.

Provided support for the Health and Safety department. Development of training materials.

Re-initiated the Social Committee. Developed meeting strategies, new programs and company events held through Social Club. Increased employee participation by 45%.

Assisted HR department in development of templates, hiring packages, tracking anniversary dates and reviews.

Provided direction and guidance to nine Branch Administrators throughout Canada.

Received and screened a high volume of internal and external communications, including email and mail.

Identified inefficiencies and made recommendations for process improvements. Re-organization of office space and procedures to maximize efficiency.

Reviewed Federal and Provincial laws to confirm and enforce company compliance with OHS.

Development of company newsletter and customer presentation at each branch.

Assisted with ILMA arrangements and upkeep of Board reference documents.

Assisted with Rotary Club of Calgary South arrangements.

DHL Express (CANADA) LTD and LOOMIS Express Canada - Calgary, Alberta 02/2006 – 01/2012

Positions held within company;

oOPERATIONS SUPERVISOR

oREGIONAL EXECUTIVE ADMINISTRATOR

oBRANCH ADMINISTRATOR

oDISPATCHER

Received daily invoices from Owner Operators and performed audits on individual routes. Investigated discrepancies and provided immediate follow up to Area Manager.

Oversaw scheduling for the day-to-day activities of 20 transportation employees. Managed customer service staff up to and including schedules, vacation and sick time. Held staff accountable to corporate standards and SOP's.

Managed Dispatch department and staff schedules, vacation and sick time. Ensured SOP's were being followed by staff.

Updated any operating procedures for Dispatch department to reflect current conditions. Discreetly and confidentially handled Union issues within company and CBA guidelines. Issue disciplinary and investigation letters to Union personnel and investigated current issues and responded in accordance to CBA guidelines.

Daily organization of heavy equipment runs and drivers. Acted as a liaison between logistics, carriers and customers. Identified new methods for cutting operating costs while increasing services.

Active member of the Health and Safety Committee.

Provided administrative assistance to Senior Area Director, Area Managers and Supervisors including arranging interviews, minute taking, scheduling and conducting conference calls.

Arranged Senior Area Director's daily calendar and organized meetings to strategize growth and company initiatives. Prepared agendas and business packages for Regional meetings.

Coordinated appropriate travel, visas, agendas, necessary contacts and country information. Maintained and coordinated executive and senior management vacation, day-to-day meeting and travel schedules.

Administer all expense reports for Director, Area Managers and Supervisors in the Prairies Region.

Handled arrangements for district meetings; prepared presentations and agendas, issued directions to meeting location, made restaurant reservations, and greeted visitors Created and maintained spreadsheets using advanced Excel functions and calculations to develop reports and lists.

Directed daily office operations and maintenance of equipment. Created weekly and monthly reports and presentations. Maintained an up-to-date department organizational chart and employees HR files. Served as central point of contact for all outside vendors needing to gain access to the building.

Assisted and lead global training initiative for up to 500 employees on a weekly basis for a 6-month period.

Answering incoming calls and following up with customer related concerns as well as monitoring and following up on office/warehouse maintenance issues.

Research and follow up on service reports, creation and distribution of current company agendas and reporting structures, filing of materials and general organization of office. Managing expense reports and petty cash flow. Daily data entry and deposit.

Employees file maintenance and concerns. Tracking of employee vacation requests.

Assisted in managing the International Imports/Exports freight. Discreetly handled Union issues within company guidelines.

Effectively managed and dispersed calls to over 200 drivers within Alberta and Saskatchewan.

Worked with Sales team in the management of Customer concerns and accounts. Efficiently handled the distribution and collection of equipment and supplies to the drivers. Managed the upkeep and maintenance of driver's two-ways and phone systems.

Managed driver route information and customer data base. Completed service reports for General Manager and Supervisors. Communicated road closures and concerns with drivers.

Provided drivers with necessary paperwork for end of day reports.

Earned a reputation as a valuable and cooperative co-worker by: being fair, honest, and willing to help others when needed; effectively resolving conflicts at appropriate times; and assisting new managers and other staff to become familiar with policy and operations.

CONTRACTED POSITIONS WITH ROBERT HALF RECRUITMENT AGENCIES

EXECUTIVE ASSISTANT/Office Manager, 09/2017 TO PRESENT

HIV COMMUNITY LINK CORPORATE OFFICE

EXECUTIVE ASSISTANT, 06/2017 TO 08/2017

GOOD EARTH CORPORATE – CALGARY, AB

EXECUTIVE ASSISTANT, 04/2013 TO 06/2013

GENOME ALBERTA - CALGARY, ALBERTA

EXECUTIVE ASSISTANT, 01/2013 TO 04/2013

PACIFIC WESTERN TRANSPORTATION - CALGARY, ALBERTA

INTERNATIONAL ADMINISTRATIVE ASSISTANT, 08/2012 TO 10/2012

ENBRIDGE INTERNATIONAL - CALGARY, ALBERTA

EXECUTIVE ASSISTANT, 04/2012 TO 08/2012

BOW VALLEY COLLEGE - CALGARY, ALBERTA

Arranged extensive business travel such as air, hotel, ground transportation, security details, personal travel, visas, agendas, necessary contacts and country information. Involved complex frequently changing itineraries. Acquired visas for business travelers to numerous countries, working in cooperation with consulates.

Scheduling Board meetings, arranging the logistics and catering, collecting Board reports from Management and the preparation and distribution of confidential Board packages.

Drafted meeting agendas, supplied advance materials and executed follow-up for meetings and team conferences.

Created reports, PowerPoint presentations and wrote correspondence from dictation and handwritten notes. Maintained an up-to-date department organizational chart and employee HR files. Ensured copies, faxes and incoming and outgoing correspondence were handled efficiently.

Organized personal and professional calendars and supplied reminders of upcoming meetings and events.

Designed electronic/paper filing systems and organization systems for records, reports and documents and maintained both.

Properly routed agreements, contracts and invoices through the signature process. Received and screened a high volume of internal and external communications, including email and mail. Consolidated all Executive expenses and submitted for payment.

Planned, developed and led training programs on staff and management development.

Created and modified job descriptions within all departments to maximize departmental efficiency. Created and managed confidential personnel records. Company policy redrafting and upkeep in accordance to Employment Standards.

Identified office inefficiencies and made recommendations for process improvements.

Reviewed Federal and Provincial laws to confirm and enforce company compliance. Assisted in the employee performance evaluation process and merit program.

Planned and tracked Executive commitments, handled confidential correspondence, maintained Executive files, arranged meetings both internal and external.

Preparation and submission of expense reports for International team utilizing Oracle iExpense software.

Preparation of Presidents report for review with Board of Governors.

Scheduled Board of Directors meetings and assisted with meeting materials and agendas.

Manage Boardroom Calendars, bookings and meeting arrangements.

Assisted in investigating FOIP issues brought forth.

Worked as an effective team member with the Executive Assistant to the Board of Governors and Institutional Planning Coordinator.



Contact this candidate