Executive Assistant Customer Service

PROFILE

An enthusiastic and experienced administrator with 15+ years’ experience working with executives in a supporting role providing exceptional customer service to both internal and external clients. A team player who enjoys working in a challenging, high-energy environment. Recognized for the ability to quickly grasp new ideas and situations, while effectively resolving any challenges and following up with all stakeholders. A proficient, and proactive professional with the capability to work autonomously while still delivering high quality work as well as consistently keeping business relationships positive and strong, without losing sight of the details.

SKILLS SUMMARY

Intermediate to advanced level MS Office (Word, Excel, Outlook, PowerPoint, Visio).

Effective communication skills, demonstrated while coordinating meetings and events for executive teams.

Analytical/problem-solving skills in planning client events, trade shows and international travel.

Planning/Organization – successfully coordinated internal moves and events within IT and Oil/gas project environments.

Project Management certification from Southern Alberta Institute of Technology.

PROFESSIONAL EXPERIENCE

EXECUTIVE ADMINISTRATION

●Strong ability to manage complex executive calendars

●Knack in preparing complex international travel arrangements expense reports

●Proficient in arranging meetings with potential clients, providing market research and corporate profile summaries

●Hands on experience in fielding phone and in-person inquiries for executives

●Organized logistics for internal/external meetings including agendas, catering

●Management of G&A budgets

Capable of auditing and coding monthly credit card statements, purchase orders and invoices for accounts payable

Facilitated new hire process and orientation

●Trained sales staff on time sheet and expense submission in Oracle Time & Expense reporting

●Supported the sales team with client proposals

Ability to create presentations for high level meetings, utilizing MS Project, Excel, PowerPoint, and

Well versed with Smart Board Trained and mentored junior administrative staff and receptionists

Gate Keeper to the vice president of Aviation at NovAtel

●Responsible for the coordination and participation in annual industry trade shows in Calgary and Edmonton, e.g. - World Petroleum Congress, National Petroleum Show, ISA Show

●Coordinated and attended various customer/employee events (Stampede BBQ’s, golf tournaments, Christmas parties, and cocktail parties for up to 450 clients)

●Personal tasks as requested

PROJECT ADMINISTRATION

●Onboarded new employees, contractors and consultants for project ramp up

●Successfully organized and executed a move of approximately 200 people within a project environment with minimal disruption

●Conducted reference checks for new hires

●Expedited location fit-ups, including infrastructure (computer, phone, email and security card access) for new hires to gain entry to all floors within a project

●Coordinated on-boarding and relocation of staff from various locations within Calgary for project ramp-up, ensuring all tools were in place for immediate production

●Approved 180+ timesheets, adjusting project codes where necessary

●Booked drug and alcohol tests for employees/contractors prior to site relocation

●Assisted project management personnel with tracking project scheduling, resources, and federal government RFP submissions (MERX)

●Tracked employee/contractor start/end dates, and pay rates

●Documented drawings, BOM’s, and all documents related to projects

●Compiled and distributed weekly, monthly, and quarterly project status reports

●Facilitated new hire process

●Administered orientation for new hires in a project environment

●Managed and coordinated employee safety training logistics

●Managed Fleet administration, including insurance requirements

●Coordinated safety training for staff

●Prepared HSE binders for Annual SECOR audit

●Managed WCB, ISNetworld, and Complyworks reporting

●Tracked and managed fleet maintenance

●Created and updated floor plans and organizational charts utilizing Visio software.

PROJECT/FACILITIES MANAGEMENT

●Assisted management in selecting the new Honeywell office location

●In a Project Management role, oversaw construction of new office - with the assistance of property owners, design consultants and RGO – ensuring project completion was on time and on budget

●Successfully planned and executed the Honeywell office move to new headquarters

●Created and expedited RFP’s to determine company needs

●Managed building operations as well as tracking of access cards for employees and contractors

●Managed supplier/vendor contracts, and invoices

●Maintained equipment (photocopiers, printers, fax machines)

●Ordered office supplies for all departments needs

●Hired and oversaw junior administrative staff

●Daily bank deposits

Successfully planned and executed the construction and office move to new headquarters

Created and expedited RFP’s to determine company needs, as well as managing vendors and suppliers

“Go To” person for all office needs

COMMUNITY INVOLVEMENT

●Volunteer with Interfaith Food Bank, MS Society, Cancer Society, Folk Festival, Blues Festival

EDUCATION

Project Management Certificate, SAIT Polytechnic, Calgary, AB (2003 - 2007)

Human Resources Management Program, Algonquin College, Ottawa, ON (1981 - 1985)

CERTIFICATIONS

Accounting/Bookkeeping (Present) Microsoft Office Specialist courses (Present)

On-line Nutrition course (Present) Construction Safety Training System (2013)

Standard First Aid/CPR (2013) Principles of Health & Safety Management (2013)

SECOR (2013) Introduction to HTML & CSS (2013)

Minute Taking (2012) MS Project Levels I & II (2007)

EMPLOYMENT HISTORY

Winters Instruments 2018 – 2019

Sales Coordinator

Red Maple Engineering (start up) 2015

Administrative Assistant (part time)

Oxford Properties 2014 - 2015

Office Coordinator

Sherlock Septic Services (start up) 2013 – 2014

Executive Assistant

Energy Resources Conservation Board (Contract) 2012

Executive Assistant

AMEC (EPC) 2011-2012

Senior Project Administrative Assistant

Ziff Energy Group 2011

Executive Assistant

Canada Revenue Agency (CRA) – Compliance Systems Redesign Project (Contract) 2008 - 2010

Project Administrator

PMA Canada 2007

Senior Project Administrator

NovAtel Inc. 2005 - 2006

Senior Administrative Assistant

Honeywell (Industrial, Automation and Control) 1998 - 2005

Various Roles (Sales Administrator/Project Manager, Office Manager, Senior Project Administrator)

SECURITY INFORMATION

Level: Reliability Status

Number: 95524249-0002705914

Expiry: June 22, 2031

Contact this candidate