Administrative Assistant Executive

I am a dedicated administrative professional with extensive and diversified experience spanning over 15 years. I have gained valuable technical experience, combined with a creative and communicative manner. My MS Office and PowerPoint skills are solid. I pride myself in my organizational skills, attention to detail abilities along with an understanding nature and desire to help people.

●Experience with Avaya and Meridian phone systems

●Strong computer skills including:

oMS Office 16 including Outlook, Excel, Access, PowerPoint, Dynamix

oSharePoint – upload, insert, extract and create files and folders

oCustomer service (Scheduling interviews - Transit Access /advice on service)

oGiro program

oProjectWise

oProblem solving

oSensitive to confidentiality procedures

oExcellent accuracy in data entry

oNumerous proprietary applications including I Trak, ARC, Mobius, CCD

PROFESSIONAL EXPERIENCE

Randstad Contract, Calgary, AB March 2018 – Apr 2024

Administrative Assistant (Government of Alberta, City of Calgary)

●Scheduling interviews in Citrix - Giro - Calgary Transit Access

●Communicating with clients reason for attending interviews

●Preparation and proofreading of Assessment Hearing files

●Proofreading of several agreement government documents

●Uploading highly confidential data into eCourt

●Uploading and updating assessment data in LiveLink

●Customer service – signing in Assessors, Agents and home owners/corporations

●Providing information to clients/assessors pertaining to their file

Toombs Inc., Calgary, AB (Career Transition Firm) Oct. 2017– Mar. 2018

Administrative Assistant/Receptionist (Contract)

●Professionally greeted new clients who have just gone through layoffs

●Input client data into several databases

●Managed calendars for five consultants

●Formatted documents, created PowerPoint presentations

●Prepared workshop materials and room setup for up to 8 workshops weekly

Government of Canada – ARC Department, Calgary, AB March 2017 – Oct. 2017

ARC Advisor – Administrative Assistant (Contract)

●Assisted clients on the phone with their monthly Automated Reporting Card filing for social assistance

●Recording Minutes

●Opened mail; stamped verification documents, scanned and uploaded to SharePoint

●Entered notes in Mobius to state that first and second verification letters have been sent to clients.

●Upgraded Client page in ARC system and corrected individual files to standard format

SNC Lavalin Calgary, AB. (Engineering firm) January 2016 – Feb. 2017

Executive Assistant (Contract)

●Reformatted documents, updated PDF files and unloaded into SharePoint

●Creating expense reports in Oracle

●Coordinating travel for the manager including flights, hotels and preferences

●Maintained Manager’s outlook calendar

●Minute taking

●Proofread documents and coordinated files between Calgary and Montreal offices

●Interacted with SNC contractors, ensuring they knew all requirements for working on site – health and safety and appropriate trades certifications

United Communities Calgary, AB. (Land Developer) July 2015 – Dec. 2015

Executive Assistant

●Organized travel

●Reconciling expenses and submitting expense reports

●Professionally answered phone calls and provided information to clients

●Gathered data and created reception manual

●Reorganized financial filing system both physical and electronic

●Prepared and shipped documents to offsite storage

●Instrumental in obtaining post office box for the building

TransCanada, Calgary, AB. (Contract) Oct. 2013 – Feb. 2015

Executive Assistant

●Reported to the Director of Major Projects – IT, provided assistance with TransCanada’s repository program

●Travel coordination / Minute taking

●Maintained and created PowerPoint presentations outlining the program's process. Worked with templates and free design

●Document control – uploaded IT files to SharePoint

●Maintained Director’s Outlook calendar and coordinated offsite meetings

Imperial Oil, Shell Canada Calgary, AB. Feb. 2011 – Aug. 2013

Executive Assistant

●SharePoint; uploading, extracting/inserting project documents (Engineering/HR)

●On boarding, Off boarding contractors; submitting IT requests for hardware software and mobile phone requirements/provided assistance to project manager

●Software profiling and access administration

●Created expense reports in Oracle

●Uploading personnel, confidential data into SharePoint

●Closed-out & archived documents electronically, boxed hard copies, & shipped to external site

●Arranged travel and accommodations

●Created and submitted HS&E incident reports

English Teacher, Crete, Greece (Private English School) Sept. 2009 – Nov. 2011

Imperial Oil Resources Calgary, AB. (Contract) Aug. 2006 – Jan. 2009

Project Administrator Lead – Mackenzie Gas Project, Engineering Production Group

●In charge of onboarding/offboarding contractors

●Arranged travel for contractors/staff & provided Security with paperwork for vendor site access

●Invoicing and reconciling invoices and entering POs in SAP

●HS&E Incident reporting

Encana Corporation Calgary, AB. May 2003 – Aug 2006

Executive Assistant – Public Relations

●Document management; created and maintained media lists and editorial calendars

●Created Excel spreadsheets and PowerPoint presentations for the PRM

●Maintained photo files

●Facilitated and coordinated job fairs

Hopewell Residential Sept 2002 – March 2004

Elbow Valley Sales (part time)

●Sales Assistant in Elbow Valley community

●Answered specific questions regarding homes/courtyards

●Presented new community to prospective buyers

●Typed/proofread agreement documents

●Emailed/couriered documents to clients

Apache Corporation Calgary, AB. May 1999 – Aug. 2003

Administrator – Data Entry Specialist (Well Logs)

●Responsible for entering well log data into in-house software

●Forwarded Application to Drill for ERCB Regulator for approval

●Responsible for entering seismographic, borehole information into system

●Maintained well log cards by appropriate location and filed accordingly

●Data entry - Microsoft Access

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