Doreen Rumbolt
Happy Valley – Goose Bay,NL
Summary
Motivated Administrative Assistant with 30 years of experience offering office support in various industries including Electric power and Mining industry. Personable administrative professional dedicated to cultivating positive client, staff and management connections. Highly-developed communicator with outstanding skills in complex problem-solving and conflict resolution. Expertise in resource allocation and schedule management. Orderly and committed Administrative Assistant offering solid skills in customer relations and resilience to handle challenges of fast-paced environments. Comfortable working alone or with teams to accomplish on-time and accurate clerical tasks. Dedicated with solid background in high-volume office environments focused on delivering exceptional clerical and operational support for professionals. Successful in coordinating and executing meetings, travel and special events. Bringing solid expertise in coordinating documents, reports and records, handling correspondence and managing deliveries. Skilled in oral and written communication, team leadership and relationship-building. Energetic and reputable individual possessing strong work ethic, professional demeanor and superb initiative. Highly-motivated employee with desire to take on new challenges. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills.
Overview
13
13
years of professional experience
1
1
Certification
Work History
Administrative Assistant II
VALE
Voisey's Bay, NL
01.2022 - Current
- Support day to day routines of underground operations and maintenance in Voisey’s Bay
- Provided a wide range of administrative services including reception, purchasing, record keeping, various reporting and people management
- Develop and issue daily emergency response reports
- Log Keeper for Emergency response team
- Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel related meetings
- Coordinating tours, training, meals, accommodations, PPE, and meeting agendas
- Managing an extremely active calendar of appointments; preparing correspondence that is sometime confidential for management
- Maintained strict confidentiality with sensitive information, financial documents, records, and personal matters
- Frequently use word processing, spreadsheet, database, and presentation software
- Maintain discretion and confidentiality in relationships with all management, CEO, board members, and investors
- Maintained a neat, tidy, and pleasant appearance of the administration area
- Accept letters and packages delivered to Voisey's Bay Mine site and distributed to appropriate staff
- Assist CEOs with travel arrangements, lodging, and meal planning as needed
- Prepare detailed agendas for business travel
- Point-person to office personnel with office questions, concerns, and issues that may arise daily
- Train new administrative staff members
- MS word, excel, powerpoint, outlook, internet research, google mail, concur, peoplesoft, SAP
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Completing expense reports for management and GM
- Work closely with management and GM to keep them well informed of upcoming commitments and responsibilities, following up appropriately
- Schedule and organize travel, meetings, conference calls and webinars
- Assist executive assistants with logistics, travel, and agendas
- Locate and attach appropriate files to incoming correspondence requiring replies
- Prepare and edit departmental communications, contact lists, spreadsheets, presentations, daily reports, and other documents
- Process travel arrangements for management, staff, and hourly employees
- New hire onboarding including site tours, coordination of training and orientation, payroll setup, and PPE preparation
- Complete and process daily timesheets, vacation requests and absences for underground personnel
- Provide site services support by managing locker assignments and reports
- Document, record and maintain monthly underground supervisor compliance reports
- Assist with coordination of onsite vendors
- Issue, monitor and manage underground tags
- Ongoing improvements to underground Tag Board system to allow for faster emergency response
- Liaise with Safety, Site Services, Maintenance, Warehousing, and Mine technical services departments as required
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Handled confidential documents in an organized fashion according to established protocol.
- Coordinated appointments, meetings and conferences.
- Composed correspondence, reports and meeting notes.
- Tracked and submitted employee timesheets to prepare for payroll processing.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Pleasantly welcomed visitors, answered phone calls and maintained front reception desk.
- Handled incoming calls and directed callers to appropriate department or employee.
- Created spreadsheets in Microsoft Excel for record-keeping and reporting.
- Kept office equipment functional and supplies well-stocked to promote efficient operations.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
Site Administrative Assistant
SEM Hatch
Voisey's Bay, NL
01.2021 - 01.2022
- Assist Site Management Team with administrative duties and project support
- Provided a wide range of administrative services including reception, purchasing, record keeping, various reporting and people management
- Prepare and edit correspondence, communications, presentations, and other documents
- Process all travel arrangements for site
- Trained and onboarded new hires as required
- Scheduled and booked meetings, record meeting minutes, and updated site organizational chart
- Liaise with clients, Aboriginal Affairs and other departments as required.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
Court Officer II
Government of Newfoundland and Labrador Provincial Court
Happy Valley-Goose Bay, NL
01.2021 - 01.2021
- Preformed specialized legal clerical work in procedural operation of the registry of the provincial court
- Processed court cases, actioned, proceedings and hearings; attended sittings of court taking minutes of and recordings of court proceedings; recording pleas, enters trial dates, swearing-in duties, marked and took possession of documents and exhibits for continuity and transfer to custodian
- Prepared court orders and certified as a commissioner of oaths
- Frontline customer service, including processing of payments, receiving, and filing documents for accuracy as well as compliance with various legislation, policies, rules, and regulations of the court.
- Managed courtroom proceedings, ensuring that all legal procedures were followed.
- Maintained order in the court by monitoring and controlling disruptive behavior of individuals present.
- Enforced court orders and judgments as directed by the judge.
- Advised attorneys on procedural matters related to court proceedings.
- Inspected documents presented to the court for accuracy and completeness prior to trial or hearing.
- Issued subpoenas to witnesses requiring them to appear at a designated time and place for questioning or testimony.
- Searched for records needed for evidence in civil litigation cases such as divorce, child support, bankruptcy.
- Monitored defendants released on bail or recognizance until their cases were resolved.
- Notified victims of criminal offenses of upcoming court dates.
- Collected fines imposed by the court from persons found guilty of violating laws or ordinances.
- Prepared reports summarizing cases heard each day for submission to higher authorities.
- Protected confidential information from unauthorized access while maintaining accurate records pertaining to case files.
- Performed administrative tasks such as scheduling hearings, preparing dockets, filing pleadings.
- Kept courtroom facilities neat, evidence secured and calendars organized.
- Supported judge activities by calling court to order, announcing entrances and responding to requests.
- Handled evidence and exhibits during court proceedings.
Administrative Assistant / Contracts Technician
Nalcor - Lower Churchill Project
Happy Valley-Goose Bay, NL
01.2015 - 01.2021
- Preformed daily administrative duties such as travel arrangements, data entry, material handling and receiving, and document preparation
- (Memos, turn overs, requisitions, invoicing, etc.) Extensive work in procurement; provided support to contract coordinators, compiling technical information used in purchasing equipment for site operations, and properly maintaining all documentation and scheduling
- Led de-mobilization of on-site equipment removal
- Familiar with PMT Programming, for procurement.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Managed incoming calls while providing information or transferring callers to appropriate personnel.
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Assisted with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Created travel arrangements for senior managers according to their requirements.
- Processed invoices for payment using accounting software applications.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Handled confidential documents in an organized fashion according to established protocol.
- Scheduled appointments between clients and customers and internal staff members.
- Developed project plans for various tasks assigned by upper management.
- Monitored progress on projects assigned by upper management.
- Managed database systems containing customer contact information.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Answered questions from customers regarding products and services offered by the company.
- Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
- Developed administrative processes to achieve organizational objectives and improve office efficiency.
- Prepared and prioritized calendars and correspondence.
- Scheduled staff and monitored resource allocation to provide optimal coverage and service.
- Created spreadsheets in Microsoft Excel for record-keeping and reporting.
- Conducted research, compiled and typed statistical reports, synthesized information and provided excellent communication to disseminate information throughout organization.
- Executed on-time, under-budget projects by solving complex issues for senior leadership.
Clerk II / Clerk III
Liannu / Pennecon - Heavy Civil
Happy Valley-Goose Bay, NL
01.2013 - 01.2014
- Clerical support for Engineers and Contract Administrators
- Onboarding agent for new hires
- Other duties included payroll, travel bookings, and meeting coordinator, and daily administrative task
- (Data entry, document control, etc.) Preformed complex administrative duties in procurement, mobilization and demobilization, material handling and receiving, Subcontractor coordination, and LEMS (Labor Equipment Materials Reports).
- Organized and maintained filing systems for confidential documents.
- Maintained inventory levels of office supplies and equipment as needed.
- Developed detailed spreadsheets to track financial data and trends.
- Created memos, letters, emails, reports, presentations as requested by management.
- Provided administrative support such as scheduling appointments or meetings.
- Scanned documents into digital formats ensuring accuracy of content.
- Organized physical files on an ongoing basis to ensure efficient retrieval times.
- Performed data entry and recordkeeping tasks to track company correspondence and updates.
- Followed confidentiality rules to preserve data quality and reduce potential information compromise.
- Trained office professionals on administrative procedures to keep file handling consistent and accurate.
- Prepared and submitted requisitions to maintain supply standards in accordance with established procedures.
- Sorted and distributed incoming mail, dispersing to appropriate departments and personnel.
- Prepared meeting agendas, attended meetings and recorded and transcribed minutes.
Education
Computer Programming -
College of The North Atlantic
Happy Valley Goose Bay, NL12.1998
Basic Computer Analysis -
Compucollege, School of Business
Happy Valley-Goose Bay, NL06.1995
High School Completion -
PORT HOPE SIMPSON
06.1994
Skills
- Strong interpersonal, communication and time management skills
- Self-starter, detail oriented and goal driven
- Thrive while working in a fast-paced environment, whether as an individual or leading a team
- Proficient in Microsoft Office Suite – PowerPoint, Excel, MS Word, Sharepoint, internet research, Concur, peoplesoft
- Excellent communication, interpersonal skills, clients, database, dependable, email, special events, senior management, expense reports, fast, letters, managing, materials, meetings, organization skills, personnel, self-motivated, teamwork, team player, travel arrangements, typing, written
- Presentation Design
- Calendar Management
- Office Administration
- Minute Taking
- Expense Reporting
- Data Entry
- Research
- Scheduling
- Document Control
- Clerical Support
- Database Management
- Report Writing
- Check Processing
- Reception Oversight
- Filing
- Memo Preparation
- Travel Coordination
- Spreadsheet Management
- Appointment Scheduling
- Invoice Processing
- Meeting Planning
- Typing Proficiency
- PC Proficient
- Reading Comprehension
- Staff Management
- Scheduling and Calendar Management
- Document Retrieval
- Microsoft Excel
- Travel Planning
- Professional Communication
- Microsoft Word
- Critical Thinking
- Strong Problem Solver
- Customer Relations
- Spreadsheets
- Senior Leadership Support
- Multitasking and Prioritization
- Spreadsheet Development
- Microsoft Office Suite
Affiliations
- Indigenous affiliation, NunatuKavut Community Council, Labrador, #00761
- Union affiliation, operating engineers, Local 904, #4104122
Certification
- BSCC Certification
- Respiratory fit tested
- Powerline Hazard
References
Available upon request
Timeline
Administrative Assistant II
VALE
01.2022 - Current
Site Administrative Assistant
SEM Hatch
01.2021 - 01.2022
Court Officer II
Government of Newfoundland and Labrador Provincial Court
01.2021 - 01.2021
Administrative Assistant / Contracts Technician
Nalcor - Lower Churchill Project
01.2015 - 01.2021
Clerk II / Clerk III
Liannu / Pennecon - Heavy Civil
01.2013 - 01.2014
Computer Programming -
College of The North Atlantic
Basic Computer Analysis -
Compucollege, School of Business
High School Completion -
PORT HOPE SIMPSON