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Executive Assistant Administrative

Location:
Calgary, AB, Canada
Posted:
October 05, 2019

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Resume:

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 SharePoint 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 and Dynamix

oCYIM, CICIO, CYFIS

oTravel Coordination

oExecutive management calendar coordination

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

oOracle – expense reports

oBasic SAP – creating purchase orders

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

PROFESSIONAL EXPERIENCE

Randstad, Calgary, AB March 2018 – Present

Administrative Assistant (Government of Alberta (Families Supporting Program), City of Calgary)

●Preparation of Assessment Hearing files

●Prepare and mail contact letters with Agreements to parents/mailing packages (respite forms, maintenance invoices)

●Creating invoices in CYFIS

●Opening mail, logging invoices to shared drive

●Reception relief, forwarding intake cases to appropriate office

●Logging intake child contact information in CICIO

●Creating labels for new files

●Sending records to Regional office for storage

●Filing/Updating file room

●Uploading highly confidential data into eCourt

●Preparing cheques for in-house repository entry and bank deposit

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

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

●Managed the calendars for 5 consultants, booking appointments.

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

●Input client data into several databases

Government of Alberta – ARC Department, Calgary, AB March 2017 – Aug. 2017

ARC Advisor – Administrative Assistant (Contract)

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

●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.

●In spare time, checked Client page in ARC system and corrected individual files to standard format i.e. name field should be small not capital letter., Utilized CCD to check against ARC addresses

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

Executive Assistant (Contract)

●Reformatted documents, updated PDF files and unloaded into Share Point

●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) June 2015 – Dec. 2015

Reception, Administrative Assistant

TransCanada, Calgary, AB. (Contract) Oct. 2014 – 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 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. 2014

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

●Coordinated training for new personnel

●Assisted with various training programs for employees

●Collaboration with managers, contractors and IT to ensure smooth onboarding

●Conducted safety tours for contractors

●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. 2010

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

Project Administrator Lead – Mackenzie Gas Project, Engineering Production Group

●In charge of onboarding/off boarding 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

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

EDUCATION

TEFL Certificate (Teaching English as a Foreign Language), Bow Valley College 2004

Business Writing Course, Mount Royal College 2000

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