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Administrative Assistant Project

Calgary, Alberta, Canada
March 01, 2018

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An enthusiastic and experienced administrator with 15+ years’ experience working with executives in a supporting role providing exceptional customer service to both internal and external clients. A team player who enjoys working in a challenging, high-energy environment. Recognized for the ability to quickly grasp new ideas and situations, while effectively resolving any challenges and following up with all stakeholders. A proficient, and proactive professional with the capability to work autonomously while still delivering high quality work as well as consistently keeping business relationships positive and strong, without losing sight of the details.


Intermediate to advanced level MS Office (Word, Excel, Outlook, PowerPoint, Visio), and QuickBooks.

Effective communication skills, demonstrated while coordinating meetings and events for executive teams.

Analytical/problem-solving skills in planning client events, trade shows and international travel.

Planning/Organization – successfully coordinated internal moves and events within IT and Oil/gas project environments.

Project Management certification from Southern Alberta Institute of Technology.



Ability to manage complex executive calendars

Arranged meetings with potential clients, including providing market research and corporate profile summary

Coordination of international travel

Expense report preparation

Fielded phone and in-person inquiries for executives

Organized logistics for internal/external meetings including agendas

Compiled and distributed weekly, monthly, and quarterly project status reports for executives

Managed general and administrative budgets, as well as coding purchase orders and invoices

Audited monthly credit card statements

Assisted management with tracking project scheduling, resources, and federal government RFP submissions (MERX)

Created presentations for high level meetings

Trained and mentored junior administrative staff and receptionists on procedures/policies

Responsible for the coordination and participation in annual industry trade shows in Calgary and Edmonton, e.g. - World Petroleum Congress, National Petroleum Show, ISA Show

Coordinated and attended various customer/employee functions, milestone events, etc. for up to 450 attendees



Successfully organized and executed a move of approximately 200 people within the project with minimal disruption

Coordinated on-boarding and relocation of staff from various locations within Calgary for project ramp-up, ensuring all tools were in place for immediate production

Expedited location fit-ups, including infrastructure (computer, phone, email and security card access) for new hires to gain entry to all floors within a project

Administered orientation for new employees and contractors

Tracked pay rates and end dates for employees/contractors

Created and updated floor plans\organizational charts utilizing Visio software.

Created and revised presentations for staff and client meetings

Managed parking permits for stalls

Working alongside VPs, Directors, Managers, Project Leaders, and business/development team members, ensured continuity of project coordination and scheduling

Organized “Town Hall” meetings and other employee team building events to benefit not-for-profit groups

Conducted reference checks on management’s behalf

Attended weekly business meetings and documented action items for distribution to attendees

Managed, administered, coordinated, and scheduled site visits for suppliers from Europe, Australia and the United States based on pre-determined events and time constraints

Transcribed meeting notes and recorded project activities

Provided project updates, status reports, and relevant project documentation to senior management

Provided senior project administration and coordination supporting project managers, directors, and team leaders

Approved all employee and contractor timesheets (>180) and forwarded onto Agency for pay issuance

Prepared HSE binders for Annual SECOR audit

Managed WCB, ISNetworld, and ComplyWorks reporting

Administered orientation for new employees and contractors in a project environment

Managed and coordinated employee safety training logistics

Set up and tracked maintenance as well as fuel cards for all vehicles

Tracked and logged incident reports


Assisted management in the selection of the new office and relocation of employees

Successfully planned and executed the construction and office move to new headquarters

Coordinated construction of new office - with the assistance of property owners, design consultants and contractors ensuring project completion was on time and on budget

Created and expedited RFP’s, RFI’s, and RFQ\s for managing vendors and suppliers

Created invoices for issuance to vendors and suppliers

Ordered office supplies for all department needs

Managed and mentored junior administrative staff

“Go To” person for all office needs as well as personal errands as requested.


Volunteer with Interfaith Food Bank, Underwear Affair, Folk Festival, Blues Festival


Project Management Certificate, SAIT Polytechnic (2007) – Calgary, AB

Human Resources Management Program, Algonquin College (1982 - 1985) – Ottawa, ON


Accounting/Bookkeeping (Present) Microsoft Office Specialist courses (Present)

Construction Safety Training (2013) Standard First Aid/CPR (2013)

Principles of Health & Safety Management (2013) SECOR (2013)

Introduction to HTML & CSS (2013) Minute Taking (2012)

MS Project Levels I & II, SAIT (2007) Negotiation Skills, SAIT (2007)

Emotional Intelligence, SAIT (2007) Leadership Skills, SAIT (2007)


Red Maple Engineering 2015

Administrative Assistant (part time)

Oxford Properties 2014 - 2015

Office Coordinator

Sherlock Septic Services 2013 – 2014

Executive Assistant, supporting the President/CEO

Energy Resources Conservation Board (Contract) 2012

Executive Assistant, supporting the CIO

AMEC 2011-2012

Senior Project Administrative Assistant, reporting to the Executive Director

Ziff Energy Group 2011

Executive Assistant, Supporting the CEO

Canada Revenue Agency (CRA) – Compliance Systems Redesign Project (Contract) 2008 - 2010

Project Administrator (IT), supporting the IT Director, technical and business staff

PMA Canada 2007

Senior Project Administrator, supporting the western area Director

NovAtel Inc. 2005 - 2006

Senior Administrative Assistant (IT), supporting two V.P.’s

Honeywell 1998 - 2005

Various Roles (Sales Administrator/Project Manager, Office Manager, Senior Project Administrator)


Level: PWGSC Secret Level II

Number: 95-52-4249

Expiry: December 12, 2018

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