Michelle Gibson
Edmonton,AB
Summary
Driven and resourceful administrative professional with 15+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
15
15
years of professional experience
Work History
Executive Assistant
Mill Creek Sand and Gravel
11.2023 - 01.2024
- Handled confidential and sensitive information with discretion and tact.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
Executive Administrator
TrustBIX Inc.
07.2018 - 11.2023
- Safeguarded confidential information through implementation of strict document management protocols and secure filing systems.
- Reduced expenses for the organization by negotiating vendor contracts and monitoring departmental budgets.
- Expedited response times to stakeholder inquiries with diligent monitoring of executive correspondence channels including email, phone calls, or messages.
- Facilitated successful meetings by preparing agendas, distributing materials, tracking action items, and recording minutes.
- Streamlined office operations by implementing efficient administrative processes and procedures.
- Fostered strong rapport with clients, vendors, and stakeholders through consistent follow-up and communication.
- Reduced office expenses by finding smarter solutions for vendors, suppliers and services.
- Worked with senior management to initiate new projects and assist in various processes.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Screened personal and business calls and directed to appropriate party.
- Created and managed office systems to efficiently deal with documentation.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Filed paperwork and organized computer-based information.
Administrator
Travel Guardian Insurance Ltd.
08.2016 - 07.2018
- Administrator to highest grossing agent (over $1M annually) with the largest customer base
- Coordinated and assisted with client requests for insurance
- Contacted agents' customers to complete/upgrade their medical questionnaire which was then used to determine their eligibility for travel medical insurance
- Compiled customers' insurance packages after insurance was purchased
- Assisted with answering the phones and directing callers within the company as required.
Domestic Water Well Testing Administrator
Hydrogeological Consultants Ltd.
08.2014 - 09.2015
- Contacted landowners to gain access permission for field testing activities which were used to determine potential contamination zone of near by oil lease sites
- Analyzed lab results of water well testing and created water well report for landowner and client
- Assisted project manager and contractor with water well testing as required
- Worked directly with project manager to audit contractor on their participation in the company safety program.
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
- Coordinated company events and meetings to foster teamwork and boost employee morale.
- Gathered, organized and input information into digital database.
- Optimized customer experience by delivering superior services and effectively troubleshooting issues.
- Maintained overall safe work environment with employee training programs and enforcement of safety procedures.
HSE Administrator
Golder Associates Ltd.
03.2013 - 08.2014
- 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.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Collected, validated, and distributed information to employees.
- Entered and maintained departmental records in company database.
- Established an organized filing system that streamlined document retrieval and reduced misplaced files.
- Oversaw vendor relations, negotiating contracts that resulted in cost savings for the organization.
- Enhanced internal communication by creating a centralized information hub accessible to all staff members.
HSE Administrator
Focus Corporation
02.2011 - 02.2013
- 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.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Collected, validated, and distributed information to employees.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
- Entered and maintained departmental records in company database.
- Supervised administrative support staff members, offering guidance, feedback, and mentorship that contributed to their professional growth and development.
- Established an organized filing system that streamlined document retrieval and reduced misplaced files.
- Developed comprehensive training programs for new hires, ensuring they were equipped with the necessary skills to succeed in their roles.
- Oversaw vendor relations, negotiating contracts that resulted in cost savings for the organization.
Administrator
ASM Corrosion Control Ltd.
08.2008 - 02.2011
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- 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.
- Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
- Established an organized filing system that streamlined document retrieval and reduced misplaced files.
- Computerized office activities, maintained customer communications, and tracked records through delivery.
- Oversaw vendor relations, negotiating contracts that resulted in cost savings for the organization.
Education
Hydrogeological Technology Diploma -
NAIT
Edmonton, AB04.2006
Skills
- Executive Support
- Information confidentiality
- Customer Service-Oriented
- Strong Problem Solver
- Interpersonal Communication
- Professional and mature
- Database Management
- Document Preparation
- Filing and data archiving
- Business Correspondence
- AR/AP in SAGE 50
- Relationship Building
- Analytical Thinking
- Documentation and Recordkeeping
Accomplishments
- Worked closely with CFO and CEO of privately held company to become publicly traded.
- Self taught on the use of CRM (Hubspot), became the main user ensuring accuracy of account.
- Successfully lead HSE initiatives such as National Day of Mourning and NAOSH week initiatives.
- Assisted division leader with selection of subcontractors based on pre-qualification questionnaire and phone conversations with potential subcontractors.
- Development of real-time incident and training tracking spreadsheet
Fundraising And Volunteering
- Blood donation to the Canadian Blood Services
- Created Christmas hampers for local seniors
- Created donation collection at company Christmas party, raising over $500 and over 20 bags of food for the Edmonton Food Bank
- Christmas Elf for JCI's Christmas Hamper program, creating and delivering Christmas Hamper to local family in need
- Participated in Steps for Life, successfully raising $250 for Threads of Life
- Participated in Row for Kids, successfully raising $250 for the Stollery Children's Hospital
Timeline
Executive Assistant
Mill Creek Sand and Gravel
11.2023 - 01.2024
Executive Administrator
TrustBIX Inc.
07.2018 - 11.2023
Administrator
Travel Guardian Insurance Ltd.
08.2016 - 07.2018
Domestic Water Well Testing Administrator
Hydrogeological Consultants Ltd.
08.2014 - 09.2015
HSE Administrator
Golder Associates Ltd.
03.2013 - 08.2014
HSE Administrator
Focus Corporation
02.2011 - 02.2013
Administrator
ASM Corrosion Control Ltd.
08.2008 - 02.2011
Hydrogeological Technology Diploma -
NAIT
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