Heidi Bakula
Florence,MT
Summary
Detail-oriented executive support specialist with a proven record of managing priorities, preparing reports, and coordinating meetings and events. Recognized for confidentiality, accuracy, and dependable follow-through. Ready to support leadership with organized administrative service and smooth daily operations.
Overview
20
20
years of professional experience
Work History
Mayor's Executive Assistant
City of Missoula
Missoula, MT
09.2012 - Current
- Managed executive calendars, prioritized meetings, and resolved scheduling conflicts.
- Prepared correspondence, reports, and presentations with strong attention to detail.
- Coordinated travel arrangements, itineraries, and logistics for executive business needs.
- Organized confidential files, records, and documents to support accurate information access.
- Served as primary liaison among executives, staff, clients, and external partners.
- Tracked action items, followed up on deadlines, and maintained workflow continuity.
- Supported meeting planning by drafting agendas, recording notes, and distributing materials.
- Improved administrative efficiency by streamlining office processes and document handling.
- 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 the executive team and the 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.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Answered high volume of phone calls and email inquiries.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Improved office efficiency by implementing new filing systems and document management processes.
- Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports on a regular basis.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Facilitated training and onboarding for incoming office staff.
- Used advanced software to prepare documents, reports, and presentations.
- Updated spreadsheets and databases to track, analyze, and report on a legal case the city was involved in.
- Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
- Improved document management and accessibility with creation of centralized digital repository.
- Enhanced executive decision-making with comprehensive research and detailed reporting.
- Enhanced efficiency of meeting outcomes by preparing detailed minutes and action items.
- Assisted in preparation of high-stakes presentations, contributing to successful project pitches and client meetings.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Supported strategic planning sessions, providing logistical support and compiling necessary background materials.
- Streamlined office operations, leading to more a more organized environment by implementing digital filing systems.
- Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
- Enhanced executive productivity by managing email correspondence and prioritizing critical issues.
- Contributed to budget management by tracking expenditures and identifying cost-saving opportunities.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Worked with senior management to initiate new projects and assist in various processes.
- Greeted arriving visitors, determined the nature and purpose of the visit and directed individuals to appropriate destinations.
- Took notes and dictation at meetings.
- Created and managed office systems to efficiently deal with documentation.
- Screened personal and business calls and directed to the appropriate party.
Program Specialist
City of Missoula Public Works Department
Missoula, MT
07.2006 - 09.2012
- Coordinated public works program workflows, ensuring accurate documentation and timely task completion.
- Tracked project records, permits, and files to maintain compliance and organizational accuracy.
- Reviewed operational data and reports to support informed decisions and process improvements.
- Managed customer and department correspondence, resolving service requests with clear, professional communication.
Education
Associate of Applied Science - Legal Assistant/Paralegal
Missoula Vocational Technical Center
Missoula, MTSkills
- Administrative support
- Executive scheduling
- Calendar management
- Travel arrangements
- Document preparation
- Invoice processing
- Business correspondence
- Filing and data archiving
- Spreadsheet tracking
- Excel management
- Logistics management
- Advanced MS office suite
- Meticulous attention to detail
- Information confidentiality
- Customer Service-oriented
- Communication coordination
- Strong problem solver
- Analytical thinking
- Proofreading
- Analytical thinking
- Professional and mature
- Excel spreadsheets
- Software knowledge
- Conference planning
- Social media management
- Logistics and schedule management
- Self-starter
- Reliable and responsible
- Microsoft office
- Calendar and scheduling software
Accomplishments
- Effectively managed 25 boards and commissions by creating and maintaining their individual board pages on our website, tracking vacancies for the mayor's office, advertising for vacancies on our website, Facebook and Escribe Board Manager, preparing correspondence and streamlining how we communicate with board members, and initiating the process for the mayor to take appointments through the council process for confirmation.
- Led the transition of the Mayor’s Office digital records to a Microsoft Teams/SharePoint platform; reviewed and organized legacy documents for archiving or deletion to improve system clarity; and delivered staff training that increased adoption and reduced time spent locating files.
- Spearheaded the modernization of Missoula’s citywide phone tree infrastructure, implementing strategic call‑routing improvements and cross‑department coordination that elevated service delivery and operational efficiency.
Timeline
Mayor's Executive Assistant
City of Missoula
09.2012 - Current
Program Specialist
City of Missoula Public Works Department
07.2006 - 09.2012
Associate of Applied Science - Legal Assistant/Paralegal
Missoula Vocational Technical Center