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Administrative Assistant Executive

Spencerville, Ontario, K0E 1X0, Canada
February 11, 2018

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Ruth McKibbin

** ******* **., ** *** **

Spencerville, ON K0E 1X0

Home: 613-***-****

Mobile: 905-***-****


Security Clearance Level: Nato Secret

Proven proficiencies in:

Time Management System (TMS)


Travel expense management

Material management

Purchase req./orders

Project cost account finance

Collecting and Analyzing Data

Developing Data Reports

Advanced MS Outlook skills

MS Office

Federal Data Systems

Federal and Corporate Policy/Procedure knowledge

People Soft

Professional Experience

Hamilton Police Service (HPS)

Acting Law Clerk/Executive Assistant October 4, 2017 – January 19, 2018

Accept service Statements of Claim/Motion Records/Applications for the HPS, the Hamilton Police Services Board and HPS members in relation to civil litigation claims, Superior Court of Justice motions and/or applications;

Liaise with City of Hamilton Legal Services and City of Hamilton Risk Management Departments, the Hamilton Police Services Board and individual members of the HPS in relation to civil litigation claims, sharing required disclosure materials and serving members with such claims;

Retrieve materials of extreme confidentiality from various internal databases, and information share with agencies as required;

Receive, review of Motions, Affidavits, Orders and Summons;

Serve Summons to Witness/Subpoenas and Civil Claims, Human Rights Complaints, etc. on behalf of current and retired members and the Police Services Board, as required for their attendance at Court or Notice of Claim and requirement to co-operate in the litigation of same;

Draft routine and non-routine correspondence for the signature of HPS in-house counsel;

Preparation of pleadings, reports (Board and otherwise) agreements, waivers and contracts as required;

Periodic holiday/sick coverage for the Chief/Deputy Chief’s Administrative Assistant;

All other general administrative duties including, filing, faxing, scheduling, scanning, photocopying, etc.

Property and Evidence Clerk April 12, 2016 – January 19, 2018

Drive HPS vehicle to outlying stations to pick up Property and Evidence

Retrieve property and evidence from overnight lockers and property counter for processing

Responsible for the Safe storage of evidence, found property, and safekeeping items, including drugs, alcohol and cash

Ensure officer compliant with procedures for packaging and processing of exhibits before accepting

Locate property reports on Niche and Laserfiche for owner and disposal information

Respond to property inquiries by phone, in person and by e-mail from the public and police officers

Release property to victims of crime, accused, offenders and next of kin

Provide assistance to Firearms Clerk and Property Purge Clerk as required

General warehouse duties, such as locating, labeling shelves and using lift trucks.

Thales Canada

Administrative Assistant February 2016 – April 8, 2016

Manage incoming and outgoing physical and electronic correspondence

Type and format correspondence, reports and contract deliverables

Maintain all aspects of filing systems including logging, retention and disposal

Prepare for all aspects of in-house meetings

Attend meetings, prepare minutes, and track action items

Obtain authorizations and coordinate travel arrangements for team members

Coordinate and track project deliverables and outstanding actions

Manage correspondence, subcontract deliverables and information from vendors

Assist in the preparation of quotes and proposals; and

Provide backup reception and office administration

Hamilton Police Service (HPS)

Traffic Administrative Assistant, HPS November 8, 2015 – February 13, 2016

Input Provincial Offence Notices (Part 1’s), Summons (Part 3’s)

Manage weekly rosters for Support Services staff

Adjust and track employee schedules using Time Management System

Manage and input meal slips and parking slips for members of Support Services

Answer various telephone and e-mail inquiries

Acting Executive Assistant –to the Chief and Deputy Chiefs, HPS March 31, 2015 – November 7, 2015

Greet and Screen visitors

Word process and proofread a variety of documents (i.e. letters, memoranda and reports)

Track hearing dates and maintain relevant files for Police Service Act, arrange for Court Reporters when directed

Receive, sort, date, stamp, log, and distribute incoming and outgoing mail

Prepare letters of bereavement for signature and arrange for floral tribute

Maintain booking schedule for Committee and Board Rooms

Co-ordinate and schedule appointments and meetings at all levels of management, various Ministries and elected officials. (i.e. booking appropriate facilities, organizing delivery or presentation equipment, provide catering)

Make travel arrangements by reserving flights, accommodations, car rentals and seminar/conference registration

Maintain filing systems

Maintain Time Management files for all Senior Officers, sworn and civilian, both Deputies and Chief

General Records Clerk, Hamilton Police Service (HPS) February 2015 – March 31, 2015

Respond to inquiries in person or by telephone and/or relay calls & messages to appropriate personnel

Assist police personnel, the public and outside agencies, through manual and computer checks, with information

Prepare documents for scanning into Laser fiche or RMS

Prepare records of arrest related to new arrests or for the execution of existing warrants

Create, enter and verify arrest information, charges and supplementary reports as required

Link involved persons, addresses, vehicle and other entities within the RMS

Wally Parr Sausage (Part time)

Bookkeeper May 2014 – February 2015


Accounts Payable, Accounts Receivable (Invoicing/Billing)

Slack Lumber

Office Manager, September 2013 – Feb 28, 2014

Accounts Payable, Accounts Receivable (Invoicing/Billing)

Payroll, Check Reconciliation, HST Remittance, WSIB, T4`s, ROE`s

Inventory Control

Lockheed Martin Canada

Administrative Assistant, 2003-2013

Legal, Finance, Contracts and Procurement

Accounts Payable, Accounts Receivable (Invoicing/Billing), Timesheet Entry

Ordered, received, lodged and distributed original Request for Proposals and subsequent amendments.

Entered customer data into SAP system. Inputted manual Purchase Requisitions and Purchase Orders into SAP system

Audited Employee Travel Expense Claims

Trained LMC employee’s on Travel Management Expense Claim System in SAP

Back up Executive Assistant to the President/CFO of the Company

Security & Facilities 2003-2013

Conducted New Hire Orientation (Security Briefing, Security Clearance Request, Badge Access)

Initiated employee hire/termination Security Clearance process for the PWGSC Online System

Submitted classified visits going to government location or out of Canada to PWGSC for approval

Facility Coordinator for the Lockheed Martin Canada Facility in Kanata (POC for all maintenance contractors)


Administrative Assistant 2000-2003

Clients: DFAIT, First Air, Nortel Networks

Acted as a liaison between administrative staff and senior management

Researched and reviewed Locally Engaged Staff (LES) files (security paperwork)

Reconciled current files with those held at Missions abroad, and requested any missing security information/documentation

Liaised with Mission Security Officers to ensure adherence to Reliability Status process

Developed and coordinated domestic and international business travel for executive team

Received letters and phone calls of complaint and resolve/forward as required

Proof read and edited training documentation before and after final printing

Maintained In-house Course Management (Oversee Classroom setup (books, pens, instructor folder)

Maintained Courseware ordering –Gilmore Printers

Certification Prime -Maintained test schedule, updated course evaluation database, cross billing


Private Investigator Honors Diploma, International School of Correspondence 2000

Legal Assistant Honors Diploma, Algonquin College and International School of Correspondence 1998

Ontario Secondary School Diploma, Earl of March Secondary

Professional Development

FRA 400 (French Reading)

Microsoft Office

MS Project

Maximizer Enterprise

Excel 5 (Intermediate)

Microsoft Access 97/00 (Advanced)

ISO 9000/9001

cGMP Regulations

Fundamentals of Better Writing – Advanced

Creativity & Innovation

MERX/Buy & Sell


Morale Boosters

Assertiveness Training


SAP Fundamental Accounting (NetG)

SAP Accounting Fundamentals (NetG)

SAP Accounting for Assets (NetG)

SAP Accounting for Liabilities (NetG)

Creating and Analyzing a Budget (NetG)

SAP Travel Expense Reporting

Government Security Policy

OLISS (PWGSC On-Line Security)

ENTRAPASS (Badge Access database)




Laser Fiche.

Citizen’s Police College (2015)

Scribe & Note Taking (October 2015)

Provincial Offence Tracker (PON Tracker)

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