Marla Ollinger
Browning,MT
Summary
Dedicated administrative assistant with over twenty years of experience supporting executive leadership. Skilled in coordinating travel arrangements, generating reports, and managing budgets. Committed to optimizing processes and ensuring effective stakeholder communication.
Overview
14
14
years of professional experience
Work History
Executive Secretary to the President
Blackfeet Community College
Browning, Montana
01.2018 - 02.2023
- Provided administrative and clerical support to the president, including calendar management, travel arrangements, and expense reimbursement.
- Maintained records, files, and databases for efficient information retrieval.
- Assisted in budget preparation and financial tracking of departmental expenses.
- Scheduled appointments between key stakeholders within and outside of the organization.
- Organized materials that were sent out to board members prior to meetings or events.
- Organized events, including faculty meetings and community outreach programs.
- Generated reports using relevant software applications such as Excel or Word for review by the president.
- Performed general office duties such as ordering supplies or maintaining equipment inventory levels.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
Executive Secretary to Workforce
Blackfeet Community College
Browning, Montana
01.2011 - 01.2018
- Managed executive calendars and scheduled appointments efficiently.
- Coordinated meetings, prepared agendas, and documented minutes.
- Assisted in preparing reports and presentations for leadership.
- Maintained confidential files and organized important documents securely.
- Handled communications between executives and internal/external stakeholders.
- Supported event planning by coordinating logistics and resources effectively.
- Streamlined office procedures to enhance workflow efficiency and organization.
- Trained new administrative staff on office protocols and systems usage.
- Managed the calendar of appointments for executives and scheduled appointments with internal and external contacts.
- Responsible for maintaining confidential files pertaining to executive operations.
- Greeted and directed visitors, answered phone calls, and provided general administrative support.
- Assisted in the preparation of presentations, reports, memos, letters, and other documents as needed.
- Controlled and managed document processes by reviewing files, records, and critical information to confirm accuracy and comply with company policies and procedures.
- Prepared agendas and took minutes of meetings attended by the executive staff.
- Coordinated various office activities such as ordering supplies and arranging catering services for events.
- Organized, scheduled, and confirmed board and team meetings.
- Ordered office supplies to keep stationery and inventory properly stocked.
- Maintained filing system for all documents related to executive activities.
- Created spreadsheets using Microsoft Excel to record data regarding departmental expenses and budgets.
- Prepared agendas and took minutes for meetings with the executive staff. with
USDA/Title III Administrative Assistant
Blackfeet Community College
Browning, Montana
01.2009 - 01.2011
- Managed scheduling and coordination of college events and meetings.
- Assisted faculty with administrative tasks and classroom materials preparation.
- Maintained student records and updated databases for accuracy.
- Handled communication between departments and external stakeholders.
- Organized office supplies and managed inventory for daily operations.
- Maintained the office supplies inventory by checking stock levels.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Maintained office supplies inventory by checking stock to determine inventory level.
- Composed letters, memos, reports, emails, presentations, and other written correspondence as required by management staff.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Ensured efficient operation of office equipment such as printers, copiers, and fax machines.
- Processed invoices for payment using accounting software applications.
- Update contact lists regularly when changes occur in employee status or contact information.
- Coordinated mailings, including sorting mail and preparing packages for shipping via courier service or postal service.
- Proofread content for typo-free emails and documentation.
- Created travel arrangements and distributed travel details to appropriate personnel.
- Facilitated communication between different departments within the organization.
- Developed and maintained filing systems for confidential documents and records.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Organized files; developed spreadsheets; faxed reports and scanned documents; maintained the front desk and reception area in neat and organized fashion.
- Handled incoming calls and directed callers to the appropriate department or employee.
- Updated system to organize office documentation, maximizing efficiency and increasing productivity.
- Oversaw staff correspondence, record tracking, and data communications, resulting in improved automation of office operations.
- Set up workshops, conferences, and meetings by scheduling and reserving rooms and preparing supplies.
Education
Medical Billing And Coding Certificate -
Blackfeet Community College
Browning, MT05-2016
Associate of Science - Business Administration
Blackfeet Community College
Browning, MT05-2003
Skills
- Schedule & calendar planning
- Travel arrangements
- Travel coordination
- Event organization
- Document preparation
- Report generation
- Budget tracking
- Excel spreadsheets
- Data management
- Office administration
- Stakeholder communication
- Meeting planning
- Time optimization
- Problem-solving
- Confidentiality maintenance
- Interpersonal communication
Timeline
Executive Secretary to the President
Blackfeet Community College
01.2018 - 02.2023
Executive Secretary to Workforce
Blackfeet Community College
01.2011 - 01.2018
USDA/Title III Administrative Assistant
Blackfeet Community College
01.2009 - 01.2011
Medical Billing And Coding Certificate -
Blackfeet Community College
Associate of Science - Business Administration
Blackfeet Community College