Edith Simard Spencer

Provide Administrative Support to Asst. Superintendents. Secretary-Treasurer and Central Office Learning Team

Receptionist/Administrative Assistant - St. Thomas Aquinas School Division

(2024-03 - 2026-06)

Provide Administrative Support to Asst. Superintendents. Secretary-Treasurer and Central Office Learning Team

• Answer, screen and forward incoming phone calls, answering queries as required
• General administrative duties: filing, letter and report writing, record keeping, proofreading
• Respond to general inquiries teaching staff, parents, and ATA
• Handle incoming and outgoing mail and couriers; sort incoming and outgoing mail
• Complete mailouts of varies educational materials
• Manage the ordering of business cards for office and school administrative staff
• Order office and kitchen supplies and keep stationary/ kitchen storage stocked and tidy
• Maintaining office staff phone list, emergency list and school administration lists
• Schedule and maintain STAR meeting room calendars and book internal meeting rooms for i.e. Board of Trustees meetings, Senior Admin meetings, staff meetings
• Coordinate catering and facilities, and accommodation for conferences
• Attend and participate in meetings, including staff meetings
• Prepare new employee packages
• Maintain office equipment
• Assign staff parking

Administrative Assistant (AS3 Contract) - Office of the Chief Medical Examiner

(2021-11 - 2023-12)

Directly support the Assistant Chief Medical Examiner in managing a full range of complex and diverse needs.

• Provide administrative support to the Assistant Chief Medical Examiners
• Deal with highly sensitive and confidential issues
• Screens phone calls, emails, faxes, make photocopies, and scan documents
• Schedule appointments, maintain the Medical Examiners calendars, and coordinate all logistical support (meeting materials, meeting rooms)
• Prepare and manage the monthly autopsy schedules for the Medical Examiners and specialists
• Assign parking for staff through OPRA
• Prepares expense claims through 1GX
• Enter timesheets, track vacation time and overtime, and prepares applications for leave for the Medical Examiners
• Assist the with work assignments and follow up on deadlines
• Liaise with Crown Prosecutors, police agencies and various stakeholders to schedule court testimony for Medical Examiners' appearances in person or via videoconferencing
• Act as backup for reception as well as for the Executive Assistant by supporting the Chief Medical Examiner

Scheduling Coordinator - Empire Dental Associates

(2021-01 - 2021-11)

Handle various administrative tasks and maintaining an organized schedule and clean working area.

• Schedule, confirm, recall patients
• receive and screen all incoming calls, faxes and emails
• Obtain Predeterminations from insurance companies
• Collect payments, close and balance day
• Keep patient files updated (hard files and e-files)
• Send and receive referrals to various clinics
• Coordinator appointments for MVA patients
• Prepare treatment plans for Motor Vehicle Accident patients

Administration Assistant & Financial Assistant - Nelson Environmental Remediation

(2016-03 - 2020-03)

• Managed Accounts Payable (AP) process, controlling company expenses by receiving, verifying, coding, and reconciling vendor invoices using Sage 300
• Conducted accurate monthly bank and credit card reconciliations across Canadian, US, and Chinese accounts
• Over headed vendor onboarding, profile maintenance, and monthly statement audits; resolved discrepancies, issued purchase order amendments, and processed stop-payments or credit memos
• Executed timely vendor payments via cheque and EFTs
• Provided ongoing administrative support to the Senior Management Team, including managing expense reports and compiling critical documentation for internal financial audits
• Greeted and directed visitors, provided mandatory safety orientations, and answered phones and email
• Coordinated travel, cross-country housing (Montreal, AB, BC), and project shifts for field crews and executive teams
• Managed schedules and organized corporate meetings and conferences
• Scheduled and tracked safety updates and mandatory onboarding training for new hires
• Maintained office supplies, business equipment, and provided administrative support across multiple departments to ensure strict project deadlines were met

Judy's Safety

(2014-09 - 2016-01)

Occupational Health Testing services

Inspect Health Solutions

(2011-07 - 2014-09)

Occupational Health Testing Services