Donna M. Hoover
Calgary,Canada
Summary
Experienced administrative professional prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.
Overview
32
32
years of professional experience
Work History
Administrative Assistant
CBE - John G. Diefenbaker High School
05.2022 - Current
- Administrative Assistant to the Principal and Assistant Principal's (3); first point of contact for teachers, students and parents, sorts mail, reception service, coordinates meetings, maintains inventory of supplies (ordering and distribution of school/teacher supplies
- Assists staff entering absences and requesting subs through SmartFind Express
- Assisting/approving leave requests; payroll inquiries; entering time in PeopleSoft
- Manages and updates school website; updating CBE PowerSchool program calendar/schedules and student information
- Oversee other administrative support staff; manager of front office
- Responds to emergencies and performance of minor first aid
- Registration and transfer requests, maintaining and creating student files for accuracy
- Assist in preparation of school opening and closing procedures and implementations
- Complete new staff orientation packages, parking, keys etc
- Setting up and organizing parent/teacher conferences either in person or online formats using school conferences portal
- Performing other duties as assigned
Administrative Secretary
CBE - Ted Harrison School
10.2020 - 05.2022
- Administrative Secretary to the Principal and Assistant Principal; first point of contact for students and parents, sorts mail, reception service, coordinates meetings, maintains inventory of supplies (ordering and distribution of school/teacher supplies
- Oversee other administrative support staff
- Responds to emergencies and performance of minor first aid
- Registration and transfer requests, maintaining and creating student files for accuracy
- Maintain accurate and up to date financial records; assist with preparation of Budget
- Bank reconciliations, monitor bank account levels
- Assist in preparation of school opening and closing
- Performing other duties as assigned
Guidance Secretary
CBE - William Aberhart High School
03.2014 - 10.2020
- Office Assistance for 3 Guidance High School Counsellors
- Booking appointments with Students and/or Parents for each Counsellor
- First point of contact for students and parents
- Assistant Administration with the registration and transfer of students
- Sole responsibility for maintaining and creating student files with great confidentiality
- Taking minutes in Student Lead Team meetings once per month
- Assist with the planning and organization of Open House and Tours, as well as University Visits
- Various administrative duties
- Reception in Guidance Department
Office Administration
CBE - COPE Program
11.2012 - 02.2014
- Office Assistant in the COPE office with Calgary Board of Education
- Coordinate Tele-health requests, scheduling doctors in the COPE Scheduler, regular schedule checks
- Correspondence and documentation: formatting consultation and diagnostic letters for distribution, creating spreadsheets, compiling information for health records
- Administrative duties: filing, creating new files, sending and sorting mail, Score SNAPS and referral forms (IRS scores), modify forms and data collection
- Support the COPE Working Group, taking minutes, set up meetings, compile and distribution of meeting and agenda to all parties of the working group
Lunchroom Supervisor
CBE - Brentwood School
11.2011 - 10.2012
Administration
Calgary Airport Authority
02.2002 - 02.2003
- Correspondence/documentation using Microsoft Word and Microsoft Excel
- Various administrative duties
Senior Project Secretary/Executive Assistant
Cochrane Engineering Ltd.
09.1997 - 02.2001
- Project Secretary for the structural, mechanical and electrical departments; which included a group of 25 people
- Executive Assistant to the Vice President, Alberta Division
- Executive Assistant to Managers (3) of each engineering department
- Supervisor of 2 administration staff
- Carried out interviews and performance reviews
- Purchasing of supplies, and invoice approval
- Responsible for Purchase Orders in the engineering department
- Preparation of proposals, reports, marketing information packages
- Correspondence and documentation; letters, spreadsheets, faxes, memorandums, etc
- Preparation of specifications for each discipline
- Completion of Building Permit Schedules for each discipline
- Travel arrangements
- Sole responsibility of developing and maintaining filing system for all departments
- Provided parking allocations for employees and security codes for the office
- Organized social club functions
- Preparing boardroom for meetings and taking minutes
- Reception relief
Executive Assistant/Receptionist
Compton Petroleum Corporation
07.1994 - 11.1996
- Correspondence/documentation using Microsoft Word and Microsoft Excel
- Data Entry using AccPac Plus and DGL Software Systems
- Preparation of Shareholder information
- Assisting Controller with accounts payable and receivable
- Creating and maintaining Oil and Gas well files
- Filing Microfiche
- Bank deposits/reconciliations
- Responsible for incoming/outgoing mail, telephone inquiries
- Preparing boardroom for meetings
- Receptionist using a multi-line system for multiple corporations
General Office Manager
Preferred Domestics of Canada Inc.
10.1992 - 07.1994
- Responsible for day-to-day management of the office
- Meeting with clients to determine domestic help requirements, placing domestic workers in clients home
- Dealing with Canada Employment and Immigration
- Interpreting immigration laws pertaining to domestic workers
- Assisting clients with payroll information
- Collection of overdue accounts
- Processing accounts receivable, accounts payable, bank reconciliation
- Organizing and maintaining filing system
- Responsible for incoming/outgoing mail
- Receptionist using a multi-line system
Education
High School Diploma -
Fort Saskatchewan High School
Fort Saskatchewan, AB06-1990
Languages
English
Native or Bilingual
Timeline
Administrative Assistant
CBE - John G. Diefenbaker High School
05.2022 - Current
Administrative Secretary
CBE - Ted Harrison School
10.2020 - 05.2022
Guidance Secretary
CBE - William Aberhart High School
03.2014 - 10.2020
Office Administration
CBE - COPE Program
11.2012 - 02.2014
Lunchroom Supervisor
CBE - Brentwood School
11.2011 - 10.2012
Administration
Calgary Airport Authority
02.2002 - 02.2003
Senior Project Secretary/Executive Assistant
Cochrane Engineering Ltd.
09.1997 - 02.2001
Executive Assistant/Receptionist
Compton Petroleum Corporation
07.1994 - 11.1996
General Office Manager
Preferred Domestics of Canada Inc.
10.1992 - 07.1994
High School Diploma -
Fort Saskatchewan High School
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