Data Entry Executive Administrative

Dina Hassona, Executive Administrative Assistant

Calgary, Canada, +1-403-***-****, ************@*****.*** PROFILE Dynamic Executive Administrative Assistant with over 14 years of comprehensive experience in managing administrative operations, enhancing productivity, and streamlining processes for executive teams. Expertise encompasses high-level scheduling, document preparation, and communication management, ensuring seamless office functionality. Proven capability in utilizing a variety of software tools to maintain accurate records and support organizational goalssuch as Remedy, RAM, IP POWER,, Jabber Cisco, SAP Arabia, JD Edwards, and Sage50,. Committed to fostering effective collaboration and providing exceptional support, resulting in improved operational efficiency and a positive workplace environment. EMPLOYMENT HISTORY

Dec 2024 — Present Administrative assistant, Canadian Natural Resources CNRL- Contract Calgary

• Supporting the Chief Corporate Services department, Sustainability, and Stakeholder Officer and Team by Providing high-level administrative support to them, ensuring smooth daily operations, effective communication, and efficient scheduling. Act as a gatekeeper, handling confidential information, coordinating meetings, and managing executive tasks.including document preparation, reports, and presentations.

• Coordinated and maintained executive calendars, scheduling meetings and appointments, Calendar management, event and meeting logistics, high-level reporting, attend meetings, took minutes, and kept notes.Organized and facilitated offsite meetings and events for internal teams.

• Assisted in the distribution of internal communications, including employee emails, newsletters, and digital signage, Safety, wellness, cyber security, Recycling etc..

• Document Preparation: Draft reports, presentations, and other business documents. Meeting Support: Prepare agendas, take minutes, and follow up on action items.

• Managed expense reporting, ensuring timely submission and reconciliation,Office Administration: Oversee office supplies, expense reports, and vendor relations.

• Supported governance processes by maintaining up-to-date content across internal platforms.

• Collaborated with HR and Digital teams to maintain accurate employee distribution lists.

• Coordinated and executed executive and Board of Director field tours to ensure seamless logistics.

• Coordinate appointments. Communication Management: Handle emails, calls, and correspondence on behalf of the executive. Travel Arrangements: Plan and book travel, accommodations, and itineraries.

• Confidentiality & Data Management: Maintain sensitive information and organize files securely.

• Project Coordination: Assist in special projects and initiatives as needed.

• Responsible for monthly maintenance report of office buildings, Fire extinguishing organizing all maintenance activities, and setting up new buildings. Assisted staff within our group in ensuring all training was up to date. Booked flights for business and rotational travel, tracked all flights to and from the site for the construction group, and arranged group gatherings. Facilitated the smooth flow of documents requiring approval signatures and tracked the team’s schedule, including scheduled days off, vacations, business travel, and training. Reviewed expense reports before submission.

• Reception duties: Covered reception sign-in and sign-out Temp Card, taxi shits, orientation packages for new hiring employees, took photos for new employees to prepare their ID cards. Ordered water, drinks, and business cards for employees. Using the RAM program, directed phone calls using the Jabber Cisco program, and searched employee data using the Power IPprogram. Answered customer inquiries about their land and payments by referencing the meridian and township and the range to determine the correct range before directing calls to the appropriate person. Organized the ordering of extra site items, including lanyards, flags, door plates, and lenses.

• Using Remedy program to set tickets, tasks, work order and incidence management Using Ram software.

• Collaborated with Corporate Services, entered location moves in CNRL Location Management for the Oil Sands.

• Manage TELUS account and offers code to the employees, collect bike parking cost, training updates. Entered and saved safety meeting attendance and roundtable notes. Created absenteeism and overtime reports for the department and managed leave of absence (LOA) records.

• Prepared documents, journal entries, and batch corrections. Contributed to project work.

• Provided additional administrative support to the Oil Sands and Conventional management teams. Jan 2024 — Nov 2024 Executive Administrative Assistant, Business Strategies Analysis, City of Calgary Calgary

• Managed day-to-day office operations, guiding and supporting the Administrative Team across Development, Business, and Building Services.

• Welcomed visitors, performed personal assistant duties, assist in business and personal scheduling, travel, and event planning and coordinated internal events, including catering and logistics.

• Manage CEO's calendar, meetings, and travel using Outlook,Supported travel arrangements, processed expenses, and coordinated meetings while responding promptly to requests for assistance. Prepare meeting documents and ensure availability of materials. Handle professional correspondence on behalf of the director, Recorded and prepared detailed meeting minutes, organized agendas, tracked action items, and ensured timely completion. Organized travel arrangements, maintained organizational charts and distribution lists, and processed financial transactions.

• Handle professional correspondence. Maintain accurate records and perform data entry for projects. Proofread and edit documents for clarity and accuracy.

• Generated professional correspondence, including emails and formal letters, while prioritizing and responding to the Director's communications effectively.

• Manage high-confidentiality tasks. Perform clerical tasks, including filing and document organization with tools like Docu-Sign.

• Manage administrative tasks such as bills and contractor communications. Support special projects with research and strategic recommendations.

• Assess and implement new administrative processes, Assign tasks to office staff and oversee their execution, Manage administrative operations and activities.

• Set work priorities, monitor adherence to procedures, and ensure deadlines are met, coordinate office services, including space planning, relocation, equipment, supplies, and security.

• Quick-books for financial record-Bookkeeping and reporting. Coordinate with departments for seamless communication and project execution. Handle conflict resolution effectively.

• Manage accounts payable and receivable processes accurately. Managed bookkeeping tasks, including invoicing, tracking transactions, and processing monthly bills.

• Prepare invoices and handle client billing efficiently. Perform bookkeeping using Quick-books Track and manage cash flow to support business needs.

• Supported HR functions, such as on boarding, maintaining attendance records, and coordinating performance reviews.

• Delivered exceptional customer service and vendor relations, managing multiple projects using advanced project management tools and meeting tight deadlines.

• Attended meetings, recorded accurate minutes, and safeguarded confidential information.

• Provided customer service support by handling inbound calls, answering inquiries, and directing customers to appropriate resources using Avaya CRM.

• Processed 311 service requests, prepared correspondence, and transferred calls to Planning and Development as needed.

• Maintained organized paper and electronic filing systems and prepared various reports and presentations.

• Conducted research, analyzed council and clerk data, and created reports to assist customer and business operations.

• Implemented social media strategies to enhance customer engagement and updated call logs and records.

• Delivered high-level administrative support to the VP of Business Development & Commercial Services by prioritizing meeting requests, emails, and interactions based on urgency. Jun 2023 — Dec 2023 Executive Assistant-Personal Assist-and Book-keeping, Ronmor Investment Calgary

• Provided comprehensive administrative support to the President, managing all aspects of office operations.Delivered exceptional reception services to tenants, applicants, stakeholders, and visitors.

• Coordinated travel arrangements, prepared meeting agenda managed meetings, recording minutes, distributing materials, and ensuring follow-up on action items; maintained business unit records.Recorded minutes, and managed the President’s calendar.Prepared monthly and ad hoc reports as assigned by the CEO.

• Ensured smooth communication by promptly responding to telephone and email inquiries.

• Completed project-related tasks, met deadlines, and addressed office maintenance by coordinating with relevant personnel.Organized important documents, updated tracking spreadsheets, and prepared professional correspondence, including letters, memos, and notices.

• Supported senior managers and executives with clerical tasks such as scheduling appointments, planning meetings, managing communications, and maintaining office organization.

• Provided visitor support, developed filing systems, and created professional reports and presentations to facilitate smooth office operations.

• Acted as the primary liaison for internal and external stakeholders, supporting the Executive Director, Manager, and CEO with operational and administrative needs.

• Drafted key documents, including acknowledgment letters, to support the CEO’s leadership.

• Ensured smooth communication for executives by managing emails, schedules, and prioritizing correspondence or meetings for the president.

• Prepared and handled confidential documentation, including agreements, reports, presentations, and spreadsheets.

• Supported recruitment and on boarding processes with discretion and professionalism.

• Collaborated with the marketing department to align and convey marketing messages to the field. Accounting and Bookkeeping Responsibilities:

• Managed financial and personal tasks for the President, including arranging payments for invoices and credit cards.

• Fact-checked accounting information, recorded all transactions, balanced subsidiary accounts to reconcile accounts, and ensured accuracy in all financial actions.

• Prepared financial reports by analyzing and collecting data, ensuring compliance with local legal requirements.

• Utilized accounting systems to record transactions, including accounts payable and receivable.

• Processed payments, refunds, and financial reports using JD Edward,Sage50 systems, while analyzing and reconciling accounts payable and receivable.

• Addressed outstanding fees, managed collections, and resolved issues with returned checks and refund requests.

Apr 2015 — May 2023

Executive Assistant Benchmark & Temged, Bahgat Group New York City- Cairo

Egypt

Aug 2011 — Mar 2015 Administrative Assistant and Customer Service, General Motors Egypt Cairo

EDUCATION

Bachelor's Degree in English Commerce and Business Administration, Helwan University

Post-Graduate Diploma in Executive Management Institution, The American University

Jul 2023 — Aug 2023 Certificate in Project Management, SAIT Calgary Certificates Calgary

Successfully completed the required online training, and is therefore awarded a certificate for:

• WHMIS.

• Nov 2024 GHSM, Oct 2024 GHSM.

• Fire Safety.

• Workplace Harassment & Violence.

• BBO/PINT Training.

• Hazard Management, Safe Start 2024.

• Drug and Alcohol Awareness Safe Driving Practices. LANGUAGES English Native speaker French B2

SKILLS Critical thinking and problem

solving

Expert

Ability to Work in a Team Expert

Leadership Skills Expert

Effective Time Management Expert

Ability to Work Under Pressure Expert

Communication Skills Expert

Decision Making Skills Expert

Attention to Details Expert

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