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Executive Assistant

Location:
Calgary, Alberta, Canada
Posted:
February 28, 2018

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COLLEEN MACK

OBJECTIVE

To obtain a position in an administrative or

coordinator role where I can demonstrate

my enthusiasm and commitment, strong

organization skills, high attention to detail,

flexibility and multi-task strengths.

SKILLS & STRENGTHS

Software Skills:

MS Office Word, Excel, Access, PowerPoint

Adobe Professional, Bluebeam, SharePoint, SAP

Computer Aided Drafting Software (AutoCAD,MicroStation,Revit)

Strengths:

• Strong Customer Service

• Outstanding Organizational Skills

• High Attention to Detail

• Quality Focus

• Can Handle Pressure

• Excellent Multi-tasker

• Great Team Work Ethic

• Quick Learner

• Creative

• Professional

• Integrity

• Commitment

PROFESSIONAL SUMMARY

Senior Executive Administrative Assistant

providing top notch support in adeptly handling administrative matters in a professional manner resulting in achieving Progressively senior roles with engineering firms (15 years) and various instrumentation service and or supply companies (12 years). Known for integrity, quality focus, able to handle pressure in fast-paced office environments and ability to get along with everyone.

Process Graphics Drafting Lead/Coordinator

with 8-1/2 years of accumulated experience, progressing to coordinator roles on 4 large scale petroleum and petrochemical projects for an EPC firm. The coordinator roles on the projects

evolved into dual coordination roles in facilitating both the P&ID development and issues along with the drawing change management procedure involving FDCNs (Flow Diagram Change Notices) and their review and approval. Very adept with spreadsheets in tracking and scheduling, staying on top with communications to team members, and facilitating review meetings.

EMPLOYMENT HISTORY

Fluor Canada Ltd., Calgary, AB

Canadian head office of large global EPC

May 1995 - Sep 2017 (22 years)

SENIOR EXECUTIVE ASSISTANT, SALES (11 years, 6 months)

• Provided administrative support to the Sales Manager, and as required to other members of the sales team

• Backup administrative support provided to the corporate Legal department

• Handled phone calls in manager‘s absence, arranged International travel, organized meetings, prepared expense reports

• Organized annual major client events, social functions, and handled large scale mail-outs to clients

• Drafted non-commercial letters and assisted with presentation materials

• Monitored Sales department budget

• Managed allocation/tracking of seasonal and special event tickets and promotional materials

• Maintained sales and contract files

• Supervised and trained sales department administrative personnel

• Assisted with proposal development when required

SENIOR EXECUTIVE ASSISTANT, LEGAL (1 year, 6 months)

• Provided legal administrative support to Senior Counsel and also to the Sales team, as required

• Formatted, assisted in redlines and compares of

legal contracts

• Handled payment of outside party legal fee invoices

• Arranged meetings and travel, prepared expense reports

• Maintained global contract database updates along with updates to contract list spreadsheet

• Maintained legal files, contracts, and archiving

P&ID LEAD/COORDINATOR

• Worked on 7 petroleum and petrochemical projects, 4 of which as P&ID lead/coordinator reporting to project Process and Piping leads

• Coordinated P&ID (Piping & Instrumentation Diagram) development, squad check reviews, and drawing issues, interfacing daily with engineering disciplines and drafting teams in workshare offices

• Produced detailed drafting schedules during project life span, keeping the project team apprised of changes

• Maintained spreadsheets tracking drawing drafting/ reviews/issues along with manhour drafting estimates vs. expended hours

• Maintained the drawing electronic rollerboard (drawing format conversions/uploads/archiving)

• Backchecked drawings to meet company quality standards

• Developed and maintained drawing symbology libraries for CADD program

• Performed drafting of schematic process flow diagrams and material selection diagrams

PROCESS GRAPHICS DRAFTING/P&ID & FDCN COORDINATOR ROLES (8 years)

• In conjunction as P&ID coordinator, on 2 large scale EPCM projects, performed role of FDCN coordinator (Flow Diagram Change Notice) reporting to the project Engineering Manager

• Maintained daily update of FDCN log

• Scheduled and facilitated the weekly FDCN review meetings

• Provided weekly FDCN status report updates to the project

• Interfaced daily with project engineering disciplines and in-house clients to gather review/approvals

CD Nova Instruments Ltd., Calgary, AB

Sales branch of Canadian instrumentation distributor

Jul 1992 - May 1995 (2 years,10 months)

BRANCH SALES SECRETARY/INSIDE SALES

• Provided administrative support to technical sales reps, handled customer inquiries, prepared quotations and quote costing spreadsheets

• Initiated and personally spearheaded creation of database for tracking quotes, orders, catalog mail outs, customer lists, to improve reporting efficiency to the head office

• Given added responsibility to look after inside sales for 2 product lines

• Maintained sales literature supplies and principal price book library

• Handled incoming and outgoing shipments

PCL-Braun-Simons Ltd., Calgary, AB

Mid sized EPC

Aug 1989 - Jun 1992 (2 years,10 months)

P&ID DRAFTER (6 months)

• Provided P&ID drafting services along with drafting of electrical schematics on 2 petroleum and petrochemical Canadian projects utilizing MicroStation CAD software.

PROJECT AND PROCUREMENT ADMINISTRATIVE ASSISTANT (2 years, 4 months)

• Project Administrative Assistant on a methanol project and Procurement Assistant on a tar sands tailings

relocation project

• Assisted with creating technical reports, specifications, and manhour and cost estimates

• Maintained project files

• Provided vacation relief for corporate secretary

Reding Instrument Services Ltd.,

Calgary, AB

Oilfield instrumentation supply and service

Apr 1981 - Aug 1989(8 years,4 months)

SENIOR ADMINISTRATIVE ASSISTANT

• Handled incoming calls, provided dispatching service to field technicians

• Produced service/parts pricing/invoicing, developed quotations, job costing, and bill of materials

• Handled accounts payable/receivable and payroll duties

• Assisted in parts inventory and updated manufacturing inventory control database (MISys)

• Performed order desk duties and handled receiving and shipping of parts to client locations

• Managed office in absence of owner when out on

service calls

Offshore Navigation (Canada) Ltd.,

Calgary, AB

Global offshore navigation service

Dec 1980 - Apr 1981 (4 months)

SECRETARY/RECEPTIONIST

• Assisted with invoicing and proposals

• Handled outgoing communications to field personnel

• Maintenance of filing system

Ranwal Instrument Services Ltd.,

Calgary, AB

Oilfield instrumentation service

Aug 1979 - Nov 1980 (1 year,3 months)

SECRETARY/RECEPTIONIST

• Performed receptionist duties and developed invoices and letters

• Assisted with downhole graph reading

• Handled receiving and shipping of downhole recorders

• Preparation of oil well pressure reports

EDUCATION

- PROCESS PIPING DRAFTING COURSES (6 of 10 components completed for certificate), SAIT, Dec 2010

- PROCESS PLANT LAYOUT & PIPING DESIGN COURSE

Society of Piping Engineers & Designers (SPED), Spring 2009

- BENTLEY AUTOPLANT PIW TRAINING (P&ID USER AND ADMINISTRATOR, July 2007

- MICROSTATION LEVEL I AND II CADD COURSE, SAIT, Mar-Apr 1991

- GENERAL DRAFTING COURSE, SAIT, Sep-Dec 1990

REFERENCES

Available upon request



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