SUMMARY

Accomplished Administrative Assistant with over sixteen years’ experience. Self-starter who meets project deadlines and requirements while performing multiple tasks within fast-paced environments. Respond rapidly and appropriately to changing circumstances; evaluate problems; make astute decisions to effect positive change. Respect cultural diversity in the workplace. Place high importance in effective communication. Adept at learning new software.

TECHNICAL SKILLS

Communication

Data Entry

Organization

Microsoft Office

Office Machines

Visio

SAP

InfoPAC

Symphoni

SharePoint

CSharp

Live Meeting 2007

EXPERIENCE

EVOLUTION MANAGEMENT SOLUTIONS • Calgary, AB 2/2016 to 11/2016

Contract Administrative Assistant/Clerical Support

Provided administrative/clerical support for SSLP Commissioning.

Development of document templates for SOPs (Standard Operating Procedures), Offsite & Utilities Training Manuals and other operations documents.

Formatted and proofread documents to ensure consistency throughout.

Assisted with document control and general correspondence.

IMPERIAL OIL RESOURCES, COLD LAKE OPERATIONS • Cold Lake, AB 4/2012 to 10/2015

Manager’s Assistant

Performed various clerical and administrative duties for Cold Lake Facilities Engineering (CLFE) manager, eighteen engineers and students; Amisk Health Centre; and SHE (Safety Health Environmental) Environmental.

Supervised onboarding and off boarding for CLFE managers, engineers and students.

Input absence reports in CSharp.

Booked meeting rooms, ordered catering and setup conference calls.

Arranged for IT software and hardware upgrades and installations.

Prepared manager’s general and confidential correspondence.

Made travel arrangements for CLFE manager and prepared Delegation of Authority Group (DOAG) for each absence.

Responsible for scanning documents to pdf on dedicated scanner.

Processed a high volume of technical drawings and forwarded to Document Management Unit (DMU) for drafting revisions. Processed and filed incoming drawing revisions.

Managed request for LAN file and site building security access for CLFE manager, engineers, students and visitors.

Ordered and maintained safety award and promotional supplies.

Administrator of CLFE Team/Share Site. Uploaded pertinent documents, drawings, and information.

Created, verified and maintained annual vacation schedule for CLFE team.

Maintained database and spreadsheet pertaining to Safety Awards for all employees at the Cold Lake site. Produced award correspondence for department managers.

Completed monthly PCard (Purchase card) (PCard) and AMEX reconciliation.

Complied monthly Travel and Expense (T&E) report for CLFE manger. Reviewed coding for engineers’ T&E reports to ensure compliance with policies and obtained approvals.

Ergonomic contact for CLFE team, setup third party ergonomic evaluations and followed through with ERGO recommendations by ordering equipment and furniture.

Updated patient information and filing for Amisk Health Centre. Re-evaluated best use of office space and storage for Amisk Health Centre. Ordered and oversaw installation of furniture, dedicated copier, fax, scanner and printer.

Recorded and stewarded waste manifest tracking.

Maintained a log of wildlife sightings on site.

IMPERIAL OIL LIMITED • Calgary, AB 2/2010 to 4/2012

Administrative Assistant / Records Analyst

Provided administrative support for Power & Natural Gas Liquid (NGL) Marketing Managers and team members.

Assisted team members with transition from Lotus Notes to GME – LINKS Project intranet site.

Coordinated travel, hotels, meeting space and catering requirements for Trades in regards to the Annual NGL OPIS Summit.

Arranged for software and hardware updates and upgrades. Coordinated LAN access for new team members and visitors.

Managed InfoPAC reports – filing; troubleshooting for access, printing, and additions/deletions from reports.

Ran weekly Trade Edit and Trade Summary reports in SAP Business Object InfoView and Symphoni.

Assisted Controllers with information changes in Allegro.

Responsible for troubleshooting, ordering and tracking supplies for copiers, printers, and fax machines.

Backup coverage for Gas, Power and NGL manager’s assistant: enter daily trades; input absence reports in CSharp, weekly; letter to Houston, coordination and distribution; other duties as assigned by manager.

Department Records Contract (DRC): Assist records analyst with records related job prioritization and understanding records content; assist with yearly filing of contacts; update and pay Records Centre individual and group subscription invoices; Owner of Records Centre Outlook mailbox.

Created and submitted managers’ T&E reports. Proofed team members’ reports to ensure compliance with policies, and obtain approvals.

Updated Traders’ speed dial numbers and client fax numbers list as required.

Reserved meeting room, placed conference call, and arranged for catering.

Coordinated weekly NGL meeting agenda, transcribed prepared and distributed minutes of meeting.

Ensured all memberships were paid annually.

Processed and paid third party invoices in a timely manner.

Supplied proof of insurance to LPG annually and processed rebate check upon receipt.

Arranged offices, meeting rooms, etc. for visitors.

Ordered and tracked celebratory and promotional items.

Performed quarterly and annual asset management reconciliation.

Assisted contract administrators with pricing and contract updates in UDOCS.

Annual order and distribution of Masters Journal to third parties.

Department ergonomics contact. Annual Ergonomic course to update knowledge. Address new and ongoing ergonomic issues and ensure resolution. Conduct ergonomic assessments with new team members and when office moves occurred.

KELLY SERVICES – IMPERIAL OIL LIMITED • Calgary, AB 1/2009 to 2/2010

Administrative Assistant

Provided administrative support to the Power Marketing Manager.

Processed, payed and filed power invoices for Western Canada’s downstream facilities, third party invoices and monthly Alberta Electric System Operator (AESO) invoices.

Made daily entries to NGL Price History spreadsheet.

Assisted controllers with information changes in Allegro and input contract changes into SAP.

Ran month-end power reports in Symphoni, SAP, Allegro and complied necessary backup documentation.

Daily data input to power spreadsheet for month-end reports.

WORLEYPARSONS MEG • Calgary, AB 2/2003 to 9/2008

(A.k.a. MEG Worley – MacDonald Engineering)

Administrative Assistant

Held various administrative support positions: Administrative Assistant to Chief Process Engineering Manager, Project Admin. and Dedicated Document Control for Conceptual Front End Engineering Design (FEED) Project; and Lead Project Admin. for FEED Project.

Created and maintained a repository for administrative document templates to ensure consistency of formatting and company/client document branding.

Electronic and physical filing of emails, reports, correspondence, and technical engineering drawings.

Arranged meeting rooms, conference calls, refreshments and catering.

Augmented engineering drawing using HP plotter.

Prioritized incoming mail, documents and invoices for Chief Process Engineering Manager.

Assisted other chief discipline engineering managers with clerical / administrative support as required.

Backup for executive assistant to the president.

Responsible for all project document control and distribution on conceptual FEED project.

Generated project meeting agendas, transcribed and distributed minutes of meetings.

Liaised with each discipline engineer to collect information for weekly and monthly client progress reports.

DIVERSIFIED STAFFFING – MACDONALD ENGINEERING LIMITED • Calgary, AB 11/2002 to 1/2003

Administrative Support

Provided contract administrative support to MacDonald Engineering Limited. Two weeks into my contract I was offered a full-time administrative assistant position.

Proofread and formatted resumes.

Receptions relief.

Mail processing and distribution.

Managed incoming, outgoing couriers and reconciled waybills daily.

EDUCATION AND TRAINING

AOL Computer & Business Career College • Calgary, AB 9/2002

Office Administration Diploma

Additional Courses

Advanced 2010 Microsoft Word

Advanced 2010 Microsoft Excel

Administrative Excellence I & II

VOLUNTEER ACTIVITIES

Calgary Drop-In & Rehab Centre 2007-2010

United Way 2010-2015

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