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Executive Assistant Office

Location:
Okotoks, Alberta, Canada
Salary:
$53000 to $60000
Posted:
June 20, 2019

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Resume:

PROFESSIONAL SUMMARY

An Administrative Professional able to work independently or in a team, with progressive experience in coordinating and organizing management teams and their activities. Passionate about keeping people and projects organized, on time and on budget. Known for exceptional interpersonal and negotiation skills and the proven ability to work with diplomacy and confidentiality.

CORE QUALIFICATIONS

Highly adaptable in fast-paced environments

Excellent organizational skills and multi-tasking abilities

Analytical, detail and results oriented

Ability to quickly learn new programs and processes

Ability to handle confidential data while exercising discretion and good judgement

Proven time management skills

Proficiency in event planning and management

Willingness to step in where needed to get the job done

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Project, Visio and Publisher), Concur, CRM, SAP, OneNote, Adobe, Skype for Business, Various accounting and taxation programs, COOLNet, Merx; Familiar with Viewpoint, WorkTech, AutoCAD, Procore and Photoshop

PROFESSIONAL EXPERIENCE

BMO Bank of Montreal, Calgary, Alberta Aug 2017 – May 2019

(Mortgage Specialist Assistant - Virtual)

Proxy authorization for three (3) VPs enabling me to assist their teams (72 mortgage specialists) with technical issues, general information, guidance and job tools to assist in utilizing existing systems, processes and programs

Staff on-boarding and off-boarding; Coordinate and manage equipment requirement, including inventory of team assets

Organize and coordinate team meetings (on-site/off-sight) and promotional events including catering

Book domestic travel and accommodations

Accounts payable and submission of expense reports

Mawer Investment Management Ltd, Calgary, Alberta Jul 2015 - Jan 2017

(Executive Assistant)

Calendar management: resolving meeting conflicts and ensure participant availability

Scheduling, set-up/tear-down of meeting space (on-site/off-site) including teleconferencing/video conferencing and arranging hospitality requirements; Agenda prep and distribution; Preparation of meeting materials; Record meeting minutes and document action items for follow up

Coordinate complex domestic and international travel arrangements, including entry Visa requirements

Timely review and processing of executive expense claims and accounts payable

Organizing department retreats and team building events

Reception desk relief

Special Projects: Member of the team responsible for the set-up of Department SharePoint site

Delnor Construction, Calgary, Alberta 2013 – 2017

(Project Assistant / Skilled Labourer) – Evenings and weekends (as needed)

Collecting and assembling project completion documents

On-site monitoring and completion of deficiencies

ATB Financial, Calgary, Alberta Aug 2006 - Mar 2015

(Executive Assistant)

Proactive management of VPs calendar and scheduling requirements; Screen and respond to incoming email/mail/calls/requests; Advise VP of critical issues; Collaborative liaison with other departments and branches on VPs behalf

Office supply management including contract negotiation; Season Ticket Management; Event Coordination / Management for up to 1400 people (Christmas, Stampede, Team Building and Community Partnerships)

Office and corporate property management and maintenance; Security: access, tracking, set-up and removal

Review, prepare and submit expense reports, including sign-off for all VP direct reports; Report on any expense report irregularities; Accounts payable; Ongoing departmental budget review

Manage conference room scheduling, set-up/tear-down including catering; Agenda preparation and distribution

On-site safety coordinator

Commissioner for Oaths

Special Projects: Implemented and managed the Mobile CSR program for the Calgary South Market; Administered the Corporate Giving Program ($30,000 annual budget) Organized team building, promotional and client events for up to 1400 people Selected for two (2) Secondments during ATB’s CORE Project: Executive Assistant (Feb 2010 to Sept 2011); Supported the SAP CORE Project Director to ensure collaborative communication between the project teams; Business Analyst (Aug 2010 to Sept 2011) - Logistical analyst for the implementation of resources and facilities pertinent to this Project

Graham Construction and Engineering Inc., Edmonton and Calgary, Alberta Sept 1998 - May 2006

(Office Manager/Project Co-ordinator)

General office management, including hiring of temporary staff; Supply management and office maintenance requirements; Negotiate supplier and service contracts

Review incoming documents for submission requirements and provide summary for bidding consideration

Prepare tenders, proposals & pre-qualification documents, RFIs, subcontracts, contracts, presentation documents and proposed change orders

Monitor field and staff training records and schedule training as required to maintain COR compliance

Record weekly project meeting minutes

Gathering, assembling and filing of project completion documents (OEMs, As-Built, Field Journals, etc.)

Records maintenance and distribution (soft copy, hard copy, SharePoint) for project and safety files

PROFESSIONAL DEVELOPMENT

Standard First Aid with Level C CPR and AED Expires 2019

Inclusivity and Diversity Workshop 2014 & 2018

Project Management Certificate (3.7 GPA) Mount Royal University, Calgary 2010

Business and Supervision Certificate Grant MacEwan College, Edmonton

Human Resources Management Certificate Grant MacEwan College, Edmonton

VOLUNTEER/COMMUNITY INVOLVEMENT

Town of Okotoks (volunteer my services wherever needed) 2017 to Present

Community Volunteer Income Tax Program (CVITP) 2017 to Present

Panorama Interval Owners Association (Director at Large) 2014 to Present

Vice Chair – Volunteer Services, CP Women’s Open 2016

Volunteer Services Coordinator and Admissions Chair, ATB Golf Classic 2007 to 2015

Calgary Search and Rescue (Searcher; Director Fundraising & Public Relations) 2007 to 2014



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