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Resume #86445

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EXPERIENCE

Tanganyika Oil Company – Calgary
Administrative Assistant / Office Coordination and Management of Services
April 2008 - present
* Assisting Recruiting and Operations departments and the Office Manager / Executive Assistant as required. Assumed duties of Office Manager July 2009.
* Coordination of meetings, office space, moves, computers and telephones and special events.
* Organizing accommodation, office set up, transportation and special functions for visiting staff from China and Syria.
* Responsible for preparation and proofreading of complex documents including contracts, correspondence, job profiles, stock option documents, and templates using Word.
* Preparation of Excel and Power Point documents including employee database, timesheets, and expense accounts in three currencies. Manipulating data.
* Researching and verifying information, expediting, tracking, filing, and amending documents.
* Seeking legal counsel regarding contracts and terminations as required.
* Responsible for arranging and verifying complex and urgent travel arrangements for potential and present employees to and from China and Middle East from numerous countries and the Syrian Petroleum Corporation Chairman and staff, according to Company policies. Ensuring Visa requirements are met.
* Extensive communication with potential and current employees in Calgary and Syria and other countries regarding travel, contracts, visas, stock options, benefits, payroll, employee issues and concerns, policies, procedures, computers, telephones and expenses.
* Assisting the recruiter with interview arrangements, and resume filing, tracking and retrieval.
* Assisting with training of recruiting staff, and guidance of contract staff.
* Posting and removal of job profiles on Company and external websites. Researching Website issues and policies.
* Liaison with information technology company, vendors and building services. Obtaining cost effective services in a timely manner according to Company policies. Researching new suppliers to obtain cost savings. Ordering supplies.
* Assisting the President, Chief Financial Officer and Calgary office staff in absence of the Executive Assistant/Office Manager. Reception relief.

Simpson and Associates Executive Search Inc. - Calgary
Administrative Assistant/Receptionist
February 2003 – April 2007
* Screening and directing many telephone calls daily.
* Greeting numerous visitors.
* All aspects of administration and reception for a senior executive search firm including assisting the President and senior consultants and researchers.
* Responsible for contact with information technology support services, purchasing and leasing equipment and software, assisting employees with computer issues and concerns, training and assisting staff with Word, Filemaker, Outlook and Maximizer.
* Co-ordinating appointments, maintaining calendars, conference room bookings, meeting and event arrangements including catering. Arranging client appreciation and other large scale special events for high profile clients from major oil companies and other industries several times a year.
* Booking complex and precise travel arrangements including flights and hotels and tracking expenses for chargeback to clients.
* Typing, extensive editing and proofreading correspondence, preparation of Excel spreadsheets and Power Point presentations, and database entry.
* Compiling weekly and monthly reports, researching data for input into reports and checking for accuracy. Logging searches, assigning search numbers, opening files and tracking successful candidates.
* Liaison with service providers regarding telephone system, updating voicemail features and messages, recording main voicemail message and assisting employees with voicemail and telephone, troubleshooting and working with providers to achieve solutions to problems.
* Liaison with vendors including supply, stationery, and service companies and with building maintenance including security.
* Updating mailing and telephone lists.
* Other administrative duties as required including Internet research, weekly accounts payable, tracking payments and leases and maintaining server backup tape system.
* Filing, mail, fax and courier duties.

Korn/Ferry International - Calgary
Administrative Assistant/Receptionist
October 2000 - October 2002
* Duties similar to above.

EDS (formerly SHL Systemhouse) - Calgary
Administrative Assistant/Receptionist
March 1997 - October 2000
* Reception and administration for a staff of 250 to 350 with a large computer company, including greeting visitors, answering telephone calls, and typing correspondence.
* Liaison with vendors and building maintenance. Ensuring office security as clients included governments of several provinces, including Registry offices, and security of data was essential.
* Extensive complex travel and meeting arrangements and catering for up to
22 meeting rooms. Arranging, coordinating and attending client events for high profile international clients. Assisting visiting clients with meetings over several days.
* Answering staff questions regarding employee issues, benefits, payroll, vacation and travel policies, particularly from new hires and assisting with paperwork.
* Security and business card requests.
* Mail duties and frequent, high-value courier shipments requiring complex customs documentation.
* Maintaining and purchasing office supplies and furniture.
* Other administrative duties as required.

Contract Employment - 1996 - 1997
Administrative Assistant/Receptionist

Previous Oil Company Experience:

Pacific Gas Transmission; CS Resources Limited; Conoco Canada Limited.

EDUCATION

Mount Royal College - Honours - Human Resources Certificate Program:
* Business Communication Techniques * Wage and Salary Administration.
* Principles of Management * Personnel Administration
* Organizational Behaviour * Techniques of Recruiting and Interviewing
* Policies for Human Resources * Government and Politics of Canada
Career College Calgary - Word Processing
Lethbridge Community College - Honours - Business Administration Diploma

SOFTWARE

Windows, Outlook, Filemaker, Word, PowerPoint, Excel, Lotus Notes, and Internet.

CONTINUING EDUCATION

* Petroleum Industry Training Service – Introduction to Oil & Gas Technology
* Customer Service Excellence
* Basic Travel Agent
* Public Speaking
* Professional Development for Administrative Assistants
* Sales and Marketing
* Time Management
* Self Empowerment and Peak Performance and Conflict Resolution Skills
* Assertiveness Training
* Increasing Human Effectiveness; Managing the Rapids of Change

AWARDS AND RECOGNITION

R.E.A.L. Reward - For contributing to EDS by providing ongoing support for the entire EDS staff, willingness to help and find answers and pleasant attitude.

IMPACT Award for Adding Value - For contributing to EDS using my organizational and communication skills and friendly disposition. Helped employees and located information in a timely manner. Ensured office ran smoothly on a daily basis.

Interests – Family, travel, volunteering, learning Spanish, reading and music.

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