TRACY MIDDLETON
Lloydminster,AB
Summary
Dedicated administrative professional with extensive experience in the Oil and Gas Industry, financial industry, and education sector. Skilled in billing, travel coordination, report generation, and vendor management. Excellent communication skills and the ability to work well independently or as part of a productive team. Known for problem-solving and quick-thinking abilities, thriving in high-pressure, fast-paced work environments. Seeking an Administrative Assistant opportunity to enhance multitasking, invoicing, process improvement, and cash processing skills for a new organization. Detail-oriented team player with strong organizational skills, capable of handling multiple projects simultaneously with a high degree of accuracy. Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
16
16
years of professional experience
Work History
Senior Tailored Branch Support
Edward Jones
Remote
03.2015 - Current
- Started with Edward Jones in a branch in March 2015, When the advisor left Edward Jones and branch was closed, was offered part time work CIBC branches in Venon BC, and Salmon Arm BC.
- When was able to secure full time work in Salmon Arm BC Edward Jones location of Rob Hislop, before transitioning to remote work.
- Duties as listed below in TBS specialist role, as well as leading colleagues through changes, whether it is personnel or technology.
- Identified areas for improvement within branch processes, proposing solutions that led to significant time savings for staff members.
- Started new role as TBS associate. In August 2022 and in August 2023 promoted to senior role, which allows me to use and develop my leadership goals.
- Coaching new members to TBS Canada team on best practices, creating SOP's and using emotional intelligence working with challenging situation.
- Hosting/leading round table discussions.
- Managing multiple priorities ensuring all administrative deadlines and paperwork submission is complete
- Display initiative in conjunction with Financial Advisor to ensure an on-track schedule
- Speaking confidently and knowledgeably about Edward Jones processes and account types
- Portray in a professional and positive manner by ensuring effective written and verbal communication, to clients and colleagues
- Participate and lead aspects in a team environment
- Self-motivated and driven to improve processes and procedures.
- Enhanced customer satisfaction by promptly addressing inquiries and resolving issues.
- Managed client accounts to maintain accurate records, preventing discrepancies and errors.
- Processed transactions accurately and efficiently, ensuring complete client satisfaction during each interaction.
- Implemented security measures to protect sensitive customer data, minimizing potential threats or breaches of privacy.
- Improved communication between branch staff members through implementation of regular meetings and updates on policies/procedures changes.
- Assisted team with meeting branch goals by making referrals.
- Prepared comprehensive reports for upper management to track branch performance on key metrics.
- Assisted colleagues with workload management during high traffic periods, maintaining optimal productivity levels across the team.
- Supported branch managers in achieving operational excellence by providing administrative assistance when needed.
Financial Services Representative
CIBC Branch With ATM
Vernon, BC And Salmon Arm, BC
02.2015 - 12.2019
- Provided excellent customer service, resolving issues quickly and maintaining long-term client relationships.
- Maintained up-to-date knowledge of industry regulations, trends, and best practices to provide informed advice to clients.
- Collaborated with team members to achieve sales targets and improve overall branch performance.
- Enhanced customer relationships with personalized service and addressing individual concerns promptly.
- Increased client satisfaction by providing tailored financial advice and investment recommendations.
- Licensed in insurance products and offered appropriate advice to clients.
- Prepared lending documents, for different mortgage products to be tailored to client needs. I also prepared documents and offered financial advice while for corporate clients
Branch Office Administrator
Edward Jones
Vernon,BC
10.2014 - 01.2016
- Coordinate client appointments while developing a thorough understanding of needs of each individual client, working in collaboration with financial advisor to deliver the most optimal customer experience
- Maintain strong understanding of available products and services in order to provide highest level of assistance to the financial advisor and make recommendations based on individual customer needs
- Answer 20 or more incoming phone calls in a professional, welcoming manner to respond to customer inquiries and coordinate appointments
- Accurately process branch expenses for month end to be reported to Home Office
- Maintain accurate branch office recordkeeping through scanning and filing pertinent documents
- Effectively utilize branch systems and tools to enhance current client relationships, documenting and relaying identified opportunities to the financial advisor
- Promote allowable saving, spending, and borrowing solutions
- Maintain current knowledge through various trainings and subsequently provide thorough training and mentorship to other branch administrators
- Create Invoices monthly or prepare accounts for monthly outgoing payments or debits.
- Assisted in developing business strategies to increase profits while maintaining high levels of client satisfaction. Updated the branch business plan monthly
Executive Assistant/Receptionist (Part-Time)
KingFisher Boats
Vernon
04.2013 - 09.2014
- Handled confidential and sensitive information with discretion and tact.
- 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 for executive team members.
- Processed LEMs 136 bi weekly for payroll
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
Administrative Assistant, Upstream Projects Horizon Site
Canadian Natural Resources
Fort McMurray
09.2009 - 06.2012
- Initially hired as Main Admin reception for Horizon Site, after one year of employment was successful applicant Upstream Projects admin assistant
- Acted as an integral first point of contact for contractors and vendors for site main building and then subsequently site wide and for newly hired employees
- Provided high-level support for executives to include researching and proofing both materials and agendas for meetings
- Managed complex travel arrangements to encompass strategic coordination of preplanning logistics
- Provided vital administrative support to Upsteam Project Manager office team of over 45 staff, in addition to supporting contractors at site
- Coordinated various large-scale events, appointments, and data management systems
- Kept excel spreadsheet detailing vehicle inventory and assignments
- For Upstream Team and Safety
- Initiated with facilities and maintained a housing map for Office locations, including contractor locations
- Maintained supplies for the Upstream Offices, including coffee.
- 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.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Developed strategies to streamline and improve office procedures.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success
- Creating a process for a new proprietary project, from first meeting with the successful bid to hand off to the mine to continue the project. We needed to build roads, safety orientations for site access and hold contractor team members to a higher standard while on site or representing our company and delivering products for export.
- Facilitated collaboration within team by organizing regular meetings and tracking project progress.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Developed comprehensive reports for management by collecting data from various sources, analyzing trends, and presenting actionable insights.
- Contributed to cost reduction efforts by identifying opportunities for process improvements and negotiating vendor contracts.
- Maintained inventory of office supplies and placed orders.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Volunteered to help with special projects of varying degrees of complexity.
- Established administrative work procedures to track staff's daily tasks.
- Liaised between clients and vendors and maintained effective lines of communication.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Performed research to collect and record industry data.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Transcribed and organized information to assist in preparing speeches and presentations.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
Receptionist, Office of the Registrar
Keyano College
Fort McMurray
09.2008 - 09.2009
- Answered incoming calls in a welcoming, professional manner, handling any questions or concerns for students, staff, and clients
- Effectively assisted in payroll issuance as well as accounts payable and receivable for teachers and support staff.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered phone promptly and directed incoming calls to correct offices.
- Confirmed appointments, communicated with clients, and updated client records.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Processed billing information and provided class schedules to students
Education
Skills
- Regulatory Compliance Awareness
- Process improvement strategies
- Conflict resolution techniques
- Calm and Effective Under Pressure
- Organizational Skills
- Effective Communication
- Adaptability and Flexibility
- Documenting and Recording Information
- 50 WPM Typing Speed
- Written Communication
- Financial Recordkeeping
- Multi-Line Telephone Systems
- Hi volume printing presses
- Report Preparation
Custom
- Community Garden Volunteer
- Terry Fox Run Volunteer, fundraising for cancer research. Register and participate in fundraising.
- CIBC BC Children's Hospital Champion
- CIBC Walk for the Cure
- Coldest Night of the Year Volunteer (Received donations and registered teams)
- Salmon Valley Volunteer Fire Department, First Responder and Secretary Treasurer, 2000 to 2004
- David Douglas Botanical Garden, Volunteer Gardner
Languages
English
Professional Working
Timeline
Senior Tailored Branch Support
Edward Jones
03.2015 - Current
Financial Services Representative
CIBC Branch With ATM
02.2015 - 12.2019
Branch Office Administrator
Edward Jones
10.2014 - 01.2016
Executive Assistant/Receptionist (Part-Time)
KingFisher Boats
04.2013 - 09.2014
Administrative Assistant, Upstream Projects Horizon Site
Canadian Natural Resources
09.2009 - 06.2012
Receptionist, Office of the Registrar
Keyano College
09.2008 - 09.2009