Project Administration & Operations Coordinator

BOLA SHINABA

ADMINISTRATIVE SUPPORT EXECUTIVE ASSISTANT PROJECT COORDINATOR

Calgary, AB 587-***-**** ***********@*****.*** PROFESSIONAL PROFILE

I am a detail-oriented and proactive Administrative Professional with over 8 years of experience providing high-level executive, operational, and project support across corporate, consulting, and fast-paced office environments. Expert at managing calendars, coordinating meetings and travel, preparing reports and presentations, and maintaining seamless office operations. Known for exceptional organizational and communication skills, with a proven ability to anticipate executive needs, handle confidential information with discretion, and streamline administrative workflows for greater efficiency. Skilled in coordinating cross-functional projects, supporting stakeholder communication, and ensuring deliverables are completed on time and within scope. Proficient in Microsoft Office Suite, Google Workspace, and project management tools such as Asana and Trello, with a strong commitment to professionalism, accuracy, and service excellence.

PROFESSIONAL HIGHLIGHTS

Executive Support Excellence: Provided comprehensive administrative support to senior executives, including complex calendar management, meeting coordination, and confidential document preparation.

Project Coordination: Supported multiple concurrent projects by tracking deliverables, preparing progress reports, coordinating cross-functional communications, and maintaining organized project documentation.

Operational Efficiency: Streamlined office processes and document management systems, reducing administrative turnaround time and improving overall workflow efficiency.

Stakeholder Communication: Served as a reliable liaison between leadership teams, clients, and vendors—ensuring smooth communication and timely follow-up on action items.

Meeting & Event Management: Organized large-scale meetings, virtual events, and travel logistics, ensuring seamless execution and budget compliance.

Documentation & Reporting: Created and maintained detailed reports, presentations, and project updates for leadership review and strategic planning.

Technology Proficiency: Leveraged digital tools (MS Office, SharePoint, Teams, Zoom, and Trello) to enhance productivity, collaboration, and document accuracy.

Professionalism & Confidentiality: Trusted with sensitive information and consistently maintained discretion and high ethical standards in all business dealings.

CORE COMPETENCIES

Operations Coordination Calendar Management Confidentiality MS Outlook

Administrative Support Travel Coordination Time Management MS Office Suites

Project Coordination Vendor Management Event Coordination Calendly WORK EXPERIENCE

Project Administration Support August 2024 - Present Adrian April Consult Canada

Provide administrative and coordination support to multiple project teams, ensuring tasks, deliverables, and timelines are tracked and met according to project plans.

Prepare, format, and maintain project documentation including status reports, meeting minutes, schedules, risk logs, and change requests.

Support project managers in monitoring budgets, tracking expenditures, and maintaining accurate project records for audit and reporting purposes.

Coordinate internal and external project meetings by scheduling, preparing agendas, compiling materials, and recording action items for follow-up.

Assist in resource allocation and onboarding processes by maintaining up-to-date records of personnel assignments, training schedules, and equipment requirements.

Facilitate communication across project stakeholders to ensure information is accurately distributed and issues are promptly escalated for resolution.

Support procurement and vendor management activities including purchase requisitions, invoice tracking, and documentation of contract deliverables.

Maintain organized digital and physical filing systems in compliance with company and client standards to support audit readiness and document traceability.

Contribute to process improvement initiatives by identifying administrative gaps, proposing efficiencies, and assisting in the development of project templates and workflows.

Utilize tools such as Microsoft Office Suite, SharePoint, and Smartsheet for document control, task tracking, and project data analysis.

Administrative Assistant April 2022 – July 2024

Careerhive Inc. Canada

Provided comprehensive administrative and operational support to executive leadership, HR, and project teams in a fast-paced consulting environment.

Managed executive calendars, scheduled meetings, and coordinated travel logistics while ensuring efficient time and priority management.

Prepared correspondence, reports, presentations, and confidential documents with a high level of accuracy and professionalism.

Served as the first point of contact for clients and partners, handling inquiries, scheduling consultations, and ensuring a positive client experience.

Assisted in onboarding new employees and contractors by preparing documentation, setting up systems access, and maintaining personnel records.

Supported recruitment operations by organizing candidate interviews, maintaining applicant tracking data, and coordinating communication between recruiters and hiring managers.

Managed document control and filing systems (digital and physical) to ensure information accuracy, accessibility, and compliance with company standards.

Assisted in preparing invoices, monitoring expenses, and maintaining accurate financial and administrative records for project tracking.

Coordinated internal events, team meetings, and virtual training sessions, including agenda preparation, minutes documentation, and logistics management.

Utilized Microsoft Office Suite, Google Workspace, and CRM/ATS platforms (such as Zoho Recruit and Workable) to streamline administrative workflows and improve team efficiency. Project Administrator February 2013 – March 2022

Nigeria Customs Services

Provided comprehensive administrative and coordination support across multiple infrastructure and systems modernization projects within the Customs operations portfolio.

Supported project managers in developing project plans, schedules, and performance reports, ensuring alignment with organizational objectives and regulatory timelines.

Coordinated meetings, briefings, and workshops between project teams, vendors, and senior leadership, preparing agendas, minutes, and tracking follow-up actions.

Monitored project budgets and expenditures, processed invoices, and maintained accurate financial and procurement documentation in compliance with government regulations.

Assisted in contract administration, including preparing requisitions, maintaining vendor databases, and verifying deliverables against contract requirements.

Maintained up-to-date project records, status logs, and correspondence to ensure transparency and accessibility of information for audits and internal reviews.

Supported risk and issue management activities by maintaining logs, escalating critical items, and coordinating mitigation strategies across departments.

Streamlined document control processes using tools such as Microsoft Excel, SharePoint, and Project to improve reporting accuracy and reduce administrative turnaround times.

Collaborated with IT and logistics teams to track equipment deployment, monitor inventory, and support operational readiness for new system rollouts.

Ensured adherence to government procurement policies, confidentiality standards, and compliance requirements throughout all project phases.

EDUCATION

Bachelor’s degree (B.Sc.) Computer Science

Lagos State University

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