Rita Naylor
Helena
Summary
Accomplished Executive Assistant with a proven track record at Montana State Fund with superb people-skills. Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
32
32
years of professional experience
Work History
Executive Assistant
Montana State Fund
12.2001 - Current
- 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.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Answered high volume of email inquiries.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for vice president.
- Contributed to budget management by monitoring expenses.
- Contributed to budget management by tracking expenditures and identifying cost-saving opportunities.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Improved team communication and collaboration through coordination of bi-weekly meetings and distribution of agendas.
- Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
- Coordinated events and worked on ad hoc projects.
- Managed an onboarding job shadowing program for employees independently.
- Grant secretary
Engineering Secretary
Hydrometrics
09.1998 - 12.2001
- Provided exceptional customer service when fielding inquiries from clients.
- Collaborated with other departments to ensure timely delivery of necessary materials for engineering projects.
- Proactively identified areas where support was needed within the engineering team, offering assistance before being asked.
- Enhanced engineering project efficiency by organizing and maintaining documentation.
Office Manager / Engineering Assistant
Global Risk Consultant
09.1992 - 06.1997
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or fax.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Coordinated with IT department to upgrade office technology, enhancing overall efficiency and data security.
- Reduced overhead costs significantly through negotiation of vendor contracts for office supplies and services.
- Facilitated smooth office relocation by meticulously planning and coordinating all aspects of move.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Developed detailed plans based on broad guidance and direction.
- Maintained a high degree of professionalism in all interactions with clients and colleagues, fostering positive working relationships.
- Used Microsoft Office to develop documents and spreadsheets for specific analyses.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Made detailed travel plans for travel across Europe for engineers.
Education
High School Diploma -
Richard-Wagner-Gymnasium
Bayreuth, GermanyMedical Office Management - Bavarian Medial Board -
Vocational School - 2 Years
Bayreuth, GermanySkills
- Executive Support
- Schedule & calendar planning
- Office Administration
- Information confidentiality
- Customer Service-Oriented
- Meeting planning
- Invoice Processing
- Strategic Plannings
Additional Information
Volunteer Experience:
Project Manager of York 38 Special Mountain Bike Ride, fundraiser for York Fire Rescue for 10 years.
Member of the York Fire Service Area Board for 7 years. Held positions of secretary, treasurer and president.
Volunteer for York Fest for 3 years.
Inductee of the Honorable Order of Molly Pitcher for 20 years of volunteer service supporting military wives in the US Army.
Languages
German
Native or Bilingual
Timeline
Executive Assistant
Montana State Fund
12.2001 - Current
Engineering Secretary
Hydrometrics
09.1998 - 12.2001
Office Manager / Engineering Assistant
Global Risk Consultant
09.1992 - 06.1997
High School Diploma -
Richard-Wagner-Gymnasium
Medical Office Management - Bavarian Medial Board -
Vocational School - 2 Years
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