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Administrative Assistant Executive

Calgary, Alberta, Canada
August 15, 2018

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Karen Zielke, mba

*** ******* **. **, *******, AB T3K 1E3


Executive Assistant

An innovative results-driven customer focused Office Co-ordination and Project Management Professional with 17 + years’ experience in a variety of fast-paced, technologically sophisticated organizations, mainly within the telecommunications, information technology, and multinational energy sectors. An effective leader, mentor, communicator, and collaborator, who builds and guides high-performance teams. A pragmatic problem solver, whose sound project management, multi-tasking and attention to detail skills have helped to enhance the organizations` bottom lines. Functional areas include executive level support functions, information management, marketing, business development, team building, scheduling of travel and events, knowledge of drug and alcohol testing initiatives, expense account submissions, survey data compilation etc.

Areas of Expertise

Administrative Support

Multi-Project Management

Financial Management, Reporting


Customer Service

Process Improvement

Program Development

Document and Database Management

Communication Initiatives

Correspondence Creation, Editing, Tracking

Standards Development


Intranet Initiatives

Operational Streamlining

Event and Presentation Coordination

Change Management

Issue Resolution

Occupational Health & Safety Law


Document Regulations

Office Space Management

Professional Experience

Kelly Services/TransCanada Pipelines, Calgary, AB 2016

Document Coordinator (Contract Position)

Part of the project team charged with indexing over 250 projects on their system and then shipping the boxes off-site for storage.

Assante Financial Management, Calgary, AB 2015

Receptionist & Document Coordinator (Contract Position)

Screened incoming calls, serving as the first line of customer/vendor support, escalating critical issues to executives. Updated compliances – filing, daily trading blotters, and cheque logs; bank runs. Provided administrative support to partners and associates. Organized office activities, maintained supplies, prepared direct mailing & correspondence. Established friendly yet professional atmosphere that promoted attentive customer service & respect for co-workers.

Zazula Process Equipment, Calgary, AB 2015

Procurement Specialist & Document Coordinator

Authored new employee manual; prepared presentation material and graphics for president and other staff using Microsoft PowerPoint and Excel. Requested quotes for new projects from company suppliers.

Hugessen Consulting Inc., Calgary, AB 2014 –2015

Administrative Assistant & Document Coordinator (Contract Position)

Coordinated all of the expense claims for team members and hosted successful team functions. Created an electronic library for the team using Excel; created spreadsheets utilizing Excel functions for the team. Prepared the presentation materials and graphics for principals and analysts using Visio and Microsoft PowerPoint. Conducted research, created project reports & developed presentations. Created process improvements in workflow & documentation handling.

Husky Energy, Calgary, AB 2013

Project Administrator & Document Coordinator for Vanilla Sky Project (Contract Position)

Scheduled and provided support at all team meetings. Coordinated and hosted successful team functions and training sessions.

Ensured timely resolution of any issue or project deliverable. Scheduled meeting, conferences, itineraries & travel arrangements.

Onboarding/exiting focal for contractors in the Calgary, India & China offices. Managed invoices, travel costs & expense reports.


Karen Zielke, MBA- page 2

979 Berkley Dr. NW, Calgary, AB T3K 1E3


Professional Experience continued

Shell Canada Limited, Calgary, AB

Safety Assistant & Document Coordinator 2010 – 2012

Provided advanced administrative support, coordinated activities, made independent decisions in line with business objectives & acted as the first point of contact & liaison between external stakeholders & the Upstream Americas Safety Managers. Bringing together the three technical safety teams for Shell (Houston, New Orleans & Calgary) in New Orleans for a week of team meetings & training in October 2011. Created an electronic technical safety library consisting of more than 500 documents for the Canadian team. Development of SharePoint Site for the USA and Canadian Technical Safety Teams.

Designated Employee Representative/Project Coordinator 2008 – 2010

Managed Exploration & Production drug and alcohol testing process for employees. Coordinated Alcohol and Drug policy meetings. Scheduled and supported all Project Execution team meetings. Scheduled and supported all HSE projects, team meetings, and events, tri-alliance for the month and more. Designed and developed an onsite safety library with more than 300 documents for the Canadian team.

Various Administrative & Document Coordinator Positions 2000 – 2008

Served as the secretary for the United Way campaigns in 2003 and 2004, raising $2.5M each year. Managed the exploration and production of drug and alcohol testing procedure for employees. Created and maintained the records management system for the Athabasca Oil Sands department with over 5,000 documents being included. Organize the details of special events, travel, arrangements, corporate agencies & itineraries. Provided critical support to senior executives & project managers. Resolved critical issues in deadline driven, fast-paced environments. Conducted research, created project reports & developed presentations. Created process improvements in workflow & documentation handling. Planned and executed all aspects of major department moves with various Shell teams.

Professional Development and Technical Proficiencies


Master of Business Administration, e-Business - 2006

University of Phoenix

Bachelor of Management, Marketing - 1996

University of Lethbridge

Course Work

Lean Six Sigma, Project Management

Technical Proficiencies

MS Word, Excel, and Outlook, MS Access, MS OneNote, PowerPoint, Visio, JDE, SAP, Constant Contacts, Salesforce, SharePoint, MS Project, Advanced ISN Networld, LinkedIn, Photoshop, Scanning Technology, Website Development, Internet Proficient, LiveLink

Core Competencies

Human Resources, Customer Services, Employee/Vendor Relations, Accounts Payable, Invoice Discrepancies, Purchase Orders, Expense Tracking, Spreadsheets/Reports, Administrative Support, Bank Deposits, Internal/External Liaison, Event Planning, Employee Relations, Onboarding, Employee Records, Employee Scheduling, Training & Development, Project Management, Calendar Management, Exit Processing, Self-Starter, Results-Oriented

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