Kelly Hamilton
Kingston,ON
Summary
Talented Administrator highly successful at motivating teams and streamlining operations. Analytical problem solver and persuasive communicator with talent for thinking outside box for creative solutions. Reliable business professional with experience in project management, process improvement and financial analysis. Proven track record of successfully streamlining business operations and reducing costs. Adept at analyzing data to identify trends and developing strategies to improve efficiency.
Overview
18
18
years of professional experience
1
1
Certification
Work History
Investigating Administrator
Office of the Chief Coroner
2022.06 - Current
- Supporting Regional Supervising Coroner and Investigating Coroners in Eastern Ontario
- First point of contact for all inbound communications to Eastern Regional Coroner office
- Proofreading, editing, and formatting detailed death reports ensuring accuracy prior to release
- Coordinating and organizing all communications with internal/external stakeholders
- Training all new RDIAs for the Office of the Chief Coroner ensuring consistency across the province.
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Maintained personnel records and updated internal databases to support document management.
- Organized workflow and delegated tasks effectively to ensure timely project completion without compromising quality.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
- Established an organized filing system that streamlined document retrieval and reduced misplaced files.
Executive Assistant
Field Trip Health
2021.08 - 2022.06
- Supported Medical Director and Senior Leadership team
- Managing schedules and business travel, including booking transportation and accommodations
- Preparing expense reports, managing and reconciling credit cards, assisting with internal financial audits
- Coordinated and organizing meeting with internal and external stakeholders
- Agendas, booking meeting rooms or virtual meetings
- Assisting with recruitment, onboarding/offboarding, development, and delivery of new employee training.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Answered high volume of phone calls and email inquiries.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
Executive Administrative Assistant
John Howard Society of Kingston & District.
2020.03 - 2021.08
- Supported Executive Director and Senior Management team
- Managing schedules, preparing expense reports, credit card reconciliation, inventory control
- Human resource duties such as onboarding, benefits/pension paperwork, and mandatory training
- Updating HRIS (BambooHR) with vacation, sick, and parental leaves
- Approving bi-weekly timesheets
- Proofreading and updating all policies and procedures to ensure compliance
- Financial reports, reconciliations, audits, and bank deposits.
- Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
- Handled administrative tasks such as expense report processing or invoice reconciliation efficiently; allowing executives to focus on high-priority responsibilities without distraction.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Scheduled appointments and handled calenders for senior leadership.
- Collaborated with cross-functional teams, expediting project completion times and enhancing overall efficiency.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
Clinical Operations Manager
Canada House Wellness Group Inc.
2017.04 - 2020.02
- Oversee daily operations of Kingston clinic, ensuring smooth and efficient workflow
- First point of contact for all clients, staff, physicians, social worker, and public
- Scheduling all client appointments, updating clients of upcoming appointments, rescheduling
- Collecting payment via POS machine
- Develop and revise policies & procedures to ensure clinic consistency.
- Developed strategic partnerships with external stakeholders such as pharmaceutical companies or other healthcare providers to expand services offered.
- Developed key performance indicators to monitor departmental progress and identify areas for improvement.
- Created a safe work environment by enforcing workplace safety policies and conducting regular risk assessments.
- Ensured regulatory compliance with timely audits, thorough documentation, and prompt corrective actions.
- Organized community outreach programs aimed at promoting health education awareness or preventative care practices within the local population.
- Coordinated multidisciplinary team meetings to discuss complex cases and devise individualized treatment plans for patients.
- Recruited trained, and mentored new employees, fostering their professional development within the organization.
Service Manager
Ambient Mechanical
2014.08 - 2016.12
- Led and motivated a team of diverse professionals to achieve common goals
- Promoted within 3 months after recovering over $80,000.00 in billing errors
- Managed and checked project budgets to maximize resources and control expenses
- Scheduled license renewal, training, and health and safety certification for all technicians
- Optimized workflow processes to streamline operations and enhance productivity
- Resolve conflicts and disagreements among team members to promote a positive work environment.
- Resolved customer complaints in professional and timely manner.
- Met with customers to discuss service needs and offer available solutions.
- Resolved escalated customer complaints professionally, turning potentially negative experiences into opportunities for continued patronage.
- Hired, trained and supervised team of service staff members to meet business goals.
- Managed a team of technicians, ensuring timely completion of projects and high-quality workmanship.
- Maintained a safe working environment by enforcing strict safety protocols and providing ongoing staff training on proper equipment use.
- Developed and maintained positive relationships with customers to build rapport and trust.
- Reduced service downtime for clients by proactively addressing potential issues and maintaining clear communication channels.
Executive Assistant
Unisource Canada
2013.10 - 2014.08
- Supported Vice President of Sales and Senior Leadership Team
- Managing schedules and business travel, including booking transportation and accommodations
- Preparing expense reports, managing and reconciling credit cards Scheduling vacation, sick days, and time off requests for 45 sales representatives in ADP Preparation and distribution of weekly, biweekly, and monthly financial analysis reports for VP
- Maintained and updated pipelines for sales representatives in Salesforce
- Coordinated and executed successful events from conception to completion.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
Administrative Assistant
Thermo Fisher Scientific
2012.02 - 2013.10
- Supported Vice President of Mass Spectrometry and Senior Leadership Team
- Managing schedules and business travel, including booking transportation and accommodations
- Preparing expense reports, managing and reconciling all credit cards
- Event Coordination
- Coordinated stakeholder meeting in Vantaa Finland
- Responsible for all coordination for over 50 international participants
- Under budget by $21,000
- Back up for customer service, accounting, and shipping/receiving
- Ensuring medical licenses were current by ISO 9001:2008 protocol.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
Switchboard Operator/Administrative Assistant
Brockville Psychiatric Hospital/The Royal
2007.01 - 2010.12
- Greeting all hospital visitors, finding nature of visit, and directing to proper ward
- Answering and forwarding all telephone calls
- Taking messages, scheduling appointments, securing all transportation for patients and trades as required
- Scheduling of on call staff to ensure switchboard was consistently covered.
- Connected callers with appropriate professional, department, or business.
- Managed high volume of calls during peak hours, maintaining composure under pressure while efficiently handling each caller''s needs.
- Delivered excellent customer service through active listening skills and empathetic problem-solving approaches with callers'' concerns or complaints.
- Enhanced customer satisfaction by promptly addressing inquiries and directing them to the appropriate department.
- Assisted in reducing hold times with swift call handling and efficient use of switchboard system features.
- Strengthened company reputation by upholding confidentiality when dealing with sensitive information during call transfers.
Education
Business Administration -
Toronto School of Business
Kingston, ON07.1996
Skills
- Customer Service
- Attention to Detail
- Recordkeeping and File Management
- Office Administration
- Administrative Support
- MS Office
- Documentation And Reporting
- Decision-Making
- Office Management
- Personable and Approachable
- Document Management
- Schedule Coordination
- Staff Management
- Scheduling
- Business Administration
- Deadline Adherence
- Budget Management
- Events Coordination
Certification
- Joint Health & Safety Committee Level I & II, 03/2021, Blue Chip Prevention, Kingston, ON
- Human Resource Management, 08/2020, St. Lawrence College, Kingston, ON
- Operations Management, 09/2019, Udemy, Online
- ISO 9001 Quality Management Systems, 04/2017, BSI Group, Ottawa, ON
Skills
- Office Management
- Calendar Management
- Email Management
- Project Management
- Scheduling Expertise
- Budgets
- Medical Administration
- Event Coordination
- Expense Reports
- Accounting Principals
- HR Assistance
- Customer Service
- Effective Communication
- Tech Savvy
- Highly Responsive
- Solution Driven
References
Brilliant references available upon request
Languages
English
Native or Bilingual
Timeline
Investigating Administrator
Office of the Chief Coroner
2022.06 - Current
Executive Assistant
Field Trip Health
2021.08 - 2022.06
Executive Administrative Assistant
John Howard Society of Kingston & District.
2020.03 - 2021.08
Clinical Operations Manager
Canada House Wellness Group Inc.
2017.04 - 2020.02
Service Manager
Ambient Mechanical
2014.08 - 2016.12
Executive Assistant
Unisource Canada
2013.10 - 2014.08
Administrative Assistant
Thermo Fisher Scientific
2012.02 - 2013.10
Switchboard Operator/Administrative Assistant
Brockville Psychiatric Hospital/The Royal
2007.01 - 2010.12
Business Administration -
Toronto School of Business
- Joint Health & Safety Committee Level I & II, 03/2021, Blue Chip Prevention, Kingston, ON
- Human Resource Management, 08/2020, St. Lawrence College, Kingston, ON
- Operations Management, 09/2019, Udemy, Online
- ISO 9001 Quality Management Systems, 04/2017, BSI Group, Ottawa, ON
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