Barbra-Ann Sheppard
Edmonton,Alberta
Summary
Twenty plus years of exceptional administrative experiences in executive and supporting roles for management for mid-level and senior management. Thrives in busy environments with evolving priorities. Works well both independently and collaboratively to reach desired outcomes and goals. Proficient in the use of Microsoft products (Excel, Word, PowerPoint, SharePoint, and Outlook) and Adobe Pro.
Overview
14
14
years of professional experience
Work History
Governance Administrative Assistant
College And Association Of Registered Nurses
Edmonton, Alberta
12.2016 - 07.2020
- Oversaw daily operations of office in planning, directing and coordinating staffing activities and resources
- Provided organizational operations support by effectively maintaining diverse office functions and office services
- Provided change management administrative support or liaison services, fostering positive working relationships
- Coordinating administrative activities, archiving or integrating information for dissemination to staff and clients
- Work collaboratively within organization to prepare materials required for Council to make sound decisions
- Maintain schedule and calendar for CEO as well as coordination of travel, meetings and associated logistics
- Managed high volumes of work, efficiently organized tasks and prioritized assignments ensuring deadlines met
- Maintained communication and good working relationships with stakeholders to ensure expectations were met Work collaboratively with other staff and management; able to adapt to change within dynamic environment
- Organized office operations and procedures, control of correspondence and maintained proper filing systems
- Managed highly confidential information in professional manner and in accordance with privacy legislation
- Performed clerical duties in filing, spreadsheets, faxing, emailing, photocopying and scanning documents
- Prepared financial invoicing by collecting, analyzing, and summarizing account information and trends
- Made travel arrangements and booked accommodations, arranged facilities and catering for meetings
- Managed President’s calendar and booked high-level meetings with elected government officials
- Worked with Communications and IT team on implementing electronic voting for Council positions
- Establishment and maintenance of vendor accounts to ensure seamless processing of accounting
- Ensured that all office equipment was functioning properly or arranged for service as required
- Implemented internal procedures to increase efficiency and quality of work flow processes
- Provided support to other staff in areas of strength including various software applications
- Booked President’s local and international travel, ensuring all required documentation
- Verification of account discrepancies by investigating information from relevant sources
- Assisted with yearly budgeting, ensuring seamless integration and no conflicting issues
- Overseeing scheduling numerous events, ensuring no conflict with other departments
- Provided back up support to Executive Assistant to Chief Executive Officer
- Facilitate Council related events such as annual orientation and President’s dinner
- Maintained office supply inventory and ordered office supplies as needed
- Prepared internal and external communications on behalf of management
- Assisted in budget planning process within area of responsibility
- Answered all incoming calls and redirected inquiries as appropriate
- Conducted physical inventory counts and entered inventory data
- Reviewed incoming correspondence and expedited accordingly.
Administrative Assistant, Registration Services
College And Association Of Registered Nurses
Edmonton, Alberta
06.2009 - 12.2016
- Responded to inquiries about the application process for becoming a nurse practitioner or self-employed practices
- Created processes for application for self-employed practice and bi-annual review of practice documentation
- Created processes for Committee meetings for consistent decisions and transparent processes to be shared
- Ensured minutes were accurately recorded, including summarized discussion content, motions, and votes
- Supported the Boards and Committees in fulfilling its responsibilities according to governing procedures
- Prepared and distributed all Board-relevant meeting materials and documents, including meeting notices
- Took appropriate follow-up actions on the Board’s decisions, such as notifications or securing reports
- Prepared applications for Nurse Practitioners/Graduate Nurse Practitioners for review and approval
- Developed and implemented processes to support the Continuing Competence Program reporting
- Provided direct support to the Board Chair, Facilitator on administrative tasks as required
- Prepared materials for presentations on the Continuing Competency Program as needed
- Communicated with applicants regarding information requirements for the Committee
- Provided back up support for the Registrar’s office, Director of Registration Services
- Compiled statistics and information for self-employed nurses and nurse practitioners
- Provided support to the Deputy Registrar, RN Consultant and Committee members
- Custodian of exam security when received by CARNA prior to each exam writing
- Ensured information entered into the database was accurate and complete
- Prepared applicant files for review and decision by the Committee
- Facilitated the writing of the Canadian Nurse Practitioner Exam
- Reviewed self-employed application and bi-annual review files
- Compiled annual budget assumptions for the Committee
- Reviewed and approved Committee member expenses
- Managed meeting logistics from catering to IT needs
- Book applicants to meet with the Committee
- Prepared agendas and took meeting minutes
- Management of the Registration Committee
- General administrivia
Assistant Manager
Sentinel Self Storage
Edmonton, Alberta
10.2012 - 10.2017
- Maintaining filing system and ensuring all customer data is up to date
- Provided vacation coverage for up to two weeks for site managers
- Responding to customer inquiries
- Processing rental agreements
Associate Analyst
Advanis
Edmonton, Alberta
08.2006 - 04.2009
- Created call centre training documents describing project expectations, survey purpose, and general client information
- Coached and mentored call-center team supervisors and agents to ensure high call quality and call target were met
- Facilitated project management, priced out surveys, reviewed tasks before launching and delegating tasks to team
- Created training documents describing project expectations, survey purpose, study and general client information
- Monitored data collected from web, sent email survey invitations and reminders, and reported updates to clients
- Changed up one project from Computer Aided Telephone Interview to Interactive Voice Response survey
- Developed positive relationships with clients and vendors by providing quick and courteous customer service
- Project Management of financial services project, monitoring customer satisfaction with travel services
- Monitored Telecommunications Customer Satisfaction Surveys and updated weekly collection results
- Managed budgets from $4K to $100K and ensured clients were invoiced accurately and on time
- Maintained office supply inventory and ordered office supplies as needed
- Procured vendor lists and services as required by each project
- Answered switchboard and directed calls appropriately
- Created charts, graphs, and tables for data analysis
- Data entry of hardcopy surveys
Education
Certificate - Human Resource Management
University Of Alberta
Edmonton, ABSkills
- Twenty plus years of exceptional administrative experiences in executive and supporting roles for management
- Ability to work with management to ensure procedures and practices are adhered to within corporate structure
- Demonstrated experience in building effective collaborative relationships with internal and external stakeholders
- Resourceful executive administrative professional with skilled attention to detail in accuracy and performance
- Familiar with preparation and administration of government documents and other legal/business documents
- Ability to adapt to diverse range of clientele with backgrounds in private, corporate and industrial sectors
- Drive initiatives to increase effectiveness and efficiency of support services, improving operational excellence
- Success in instituting performance and quality standards of services, developing, leading and motivating staff
- Diverse experiences in effective clerical management and cost effectiveness of administrative based services
- Demonstrated methodical and quality focused approach within diverse range of multi-disciplinary settings
- Excellent resource integration skills to ensure integrity, dependability and quality of project deliverables
- Exceptional facilitation skills in achieving alignment of multi-disciplined groups at all organizational levels
- Exceptional judgment in assessing, planning and implementing resources to meet operational requirements
- Ability to maintain positive proactive relationship with management, employees and regulatory agencies
- Strong administration acumen in acquiring and effecting quality results while providing key performance
- Change management administrative support and liaison services, fostering positive working relationships
- Diverse expertise and in-depth knowledge of office management, administrative and business functions
- Proven ability to streamline processes, implement methodologies, improve performance and efficiency
- Direct and indirect leadership methodologies in driving initiatives for empowering team accountability
- Resourceful administrative professional with skilled attention to detail in accuracy and performance
- Proven change management initiatives related to processes and procedures to achieve desired results
- Extensive experience in aligning operational policies and administration to organizational priorities
- Experienced with preparation and administration of government, legal and business documents
- Informed decision making ability to assess options and implications in order to identify solutions
- Excellent organizational skills and ability to identify and manage changing priorities effectively
- Technical proficiency includes Excel, Outlook, Word, Adobe Pro, SharePoint, and PowerPoint
- Strong skills in assessing, planning and implementing resources to meet operational objectives
- Continual key professional development in latest trends, regulations, policies and procedures
- Analytical and process oriented with ability to critically think in ambiguous situations
- Excellent interpersonal, communication, relationship building and public relations skills
- Proven talent to excel in results driven and information-focused services environment
- Proven ability to operate both on strategic and tactical levels within organization
- Strong proven ability to quickly establish credibility and respect
- Solid integrity and work ethics
Timeline
Governance Administrative Assistant
College And Association Of Registered Nurses
12.2016 - 07.2020
Assistant Manager
Sentinel Self Storage
10.2012 - 10.2017
Administrative Assistant, Registration Services
College And Association Of Registered Nurses
06.2009 - 12.2016
Associate Analyst
Advanis
08.2006 - 04.2009
Certificate - Human Resource Management
University Of Alberta
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