Summary
Work History
Education
Skills
References
Timeline
Generic

Rita Czapla

Summary

Organized and dedicated Executive Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering exceptional attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.

Work History

Administrative Assistant

Sunrun Installation Services, Inc.
  • Provide Administrative Support to the Senior Director of Licensing and Compliance
  • Integrate information into various databases and run weekly and monthly reports
  • Manage multiple projects, across several teams
  • Working with cross-functional teams to ensure data reliability and legal compliance
  • Working with Training, Talent and Legal, monitoring participants for various programs
  • Sending notification emails, arranging team meetings under the direction of the Senior Director, and record meeting notes
  • Monitor and respond to Operations Policy Change Requests
  • Work within internal licensing databases
  • Track changes with licenses and notify licensees of renewal requests
  • Work with internal training systems to monitor employee compliance
  • Book travel for team members and updating team calendars
  • Work on projects within the Field Efficiency and Quality team and assist with documentation and research
  • Accomplishments include developing a cross functional tracking mechanism for electrical trainees, along with statistical information regarding state compliance across the country
  • Managing licensing database for both accuracy and consistency.
  • Executed record filing system to improve document organization and management.
  • Created and maintained databases to track and record customer data.
  • Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Assisted development and implementation of new administrative procedures.
  • Drafted correspondence and other documents for CEO and department heads in company's voice.
  • Managed department budgets and generated financial reports for management review.
  • Managed filing system, entered data and completed other clerical tasks.

Executive Assistant to District Manager

HomeGoods, div. of TJX Companies
  • Responsible for providing administrative support to the District Manager
  • Coordinate his executive calendar, meetings, and travel plans
  • Prepare, analyze, and maintain various reports used for tracking statistical data
  • Prepare correspondences for the Zone/ Regional Staff, Stores and Home Office
  • Maintain all Store Management calendars and vacation schedules
  • Communicate same to DM
  • Conduct Management employment phone screens and manage recruitment efforts
  • Prepare job offer letters and employee files for new Members of Field Management
  • Maintain confidential information and employee files for Field Management
  • Maintain employee files in ORACLE
  • Prepare and submit T&E Reports for DM reimbursement
  • Plan a variety of corporate events on a quarterly basis
  • Various project management planning and execution
  • Streamlined reporting techniques reducing time required to complete daily tasks.

Office Manager/Executive Assistant

International Titanium Powder
  • Responsible for working with the Site Director to coordinate his executive calendar, meetings, travel plans domestic and international
  • Variety of highly confidential tasks
  • Arrange travel for all other Engineers
  • Preparation and submittal of Corporate Expense Reports
  • Budget management utilization and review in conjunction with the plant manager and Corporate Accounting
  • Act as HR Liaison to help coordinate interview process of new employees, process all paperwork, orient same to the facility, on-boarding and other new hire processes
  • Coordinate bi-weekly payroll for hourly Production Personnel as well as salaried personnel
  • Developed procedures and processes for file retention of all Training Documents and coordination of same
  • Developed training manuals and training plans for new hires
  • Act as Document Coordinator working in conjunction with Quality Assurance Superintendent to develop methods and procedures as it relates to document compliance with AS9100C
  • Assist Senior Buyer in purchasing functions; maintain Vendor Master Lists and Vendor Complaints in SAP
  • Maintain Query database in SAP
  • Typing letters and memos as requested
  • Coordinate both on-site and off-site events
  • Coordinate various internal and external business luncheons and events
  • Maintain office supply inventory
  • Answer incoming calls and greeting Visitors
  • Act as United Way coordinator in conjunction with HR Director
  • Coordination of WebEx meetings, shift related meetings, and off site conferences.

Customer Service Supervisor

Hendrickson International
  • Responsibilities include but not limited to: Supervising Customer Service Staff, monitoring departmental payroll, and update all TS documentation as it relates to Customer Service, in both paper and electronic format
  • Extensive use of SAP to facilitate communications with the Factory and Subcontractors to ensure delivery timelines are met
  • Implemented and coordinated standardized communication to Customers resulting in increased Customer Satisfaction
  • Continuous staff improvement projects that resulted in more efficient direction to Subcontractors i.e., prioritizing product completion based on Customers' immediate needs
  • Reduced expedited delivery costs by 46%
  • Work in conjunction with accounting to ensure timely payment of invoices, elimination of or reduction of debits, instituted new policies for the prevention of debits.

Executive Assistant

Engineering PLUS, LLC
  • Responsible for working with the President to coordinate his executive calendar, meetings, and special tasks
  • Assisting the Controller in A/P, A/R - including detailed invoicing, reconciliation of Corporate American Express, reconciliation of bi-weekly payroll, Vendor Maintenance, and daily deposit preparation
  • Coordinating both international and domestic travel for President and all consultants
  • Negotiation and administration of contractual agreements for Office Equipment
  • Establishing and maintaining detailed billing/project folders
  • Preparation and distribution of proposals and contracts to clients
  • Typing letters and memos as requested
  • Contact management entry in ACCESS Database
  • Coordinate various internal and external business luncheons
  • Maintain office supply inventory
  • Answer incoming calls and greeting Visitors.

Office Manager

Dreyer Homes, Inc.
  • Responsible for coordinating all facets of new construction in conjunction with the President of the Company
  • Responsibilities include but not limited to: A/P, A/R, and Bank Reconciliation's
  • Developed spreadsheets for an 'at a glance' approach to all construction projects, therefore eliminating an antiquated pencil and paper system
  • Work closely with Title Companies, Land Developers, and Subcontractors
  • Designed, implemented, and maintained Company Webpage
  • Built and maintained ACCESS Database
  • Transitioned Company from a paper bookkeeping system to a computerized system using QuickBooks
  • Developed and implemented standardized Subcontractor Certificate of Insurance files and retention of same
  • Maintained all project coordination in the absence of the President
  • Managed all travel arrangements, prepared all meeting materials, distributed minutes of same, prepared and facilitated all legal documents in preparation of closings on all new construction
  • Exceptional customer service provided with regards to customer requests for service and warranty work.

Executive Assistant

Catherine Blythe
  • Responsibilities include but not limited to: Manage and support the Attorney
  • Planned all meetings and travel schedules
  • Client Contact assuring that all legal decisions have been made to insure no delays in the processing of their litigation, all office functions: A/P, creative marketing aids, and various other personal matters.

Office Manager

Stepping Stones, Inc
  • Responsibilities include but not limited to: Supervising Accounting Staff, Network Administrator, Payroll, Health Benefits Administration, developed and implemented standardized personnel file retention policies
  • Updated all Policy and Procedure manuals in both paper and electronic format
  • Coordinate various departmental meetings take and distribute minutes from same
  • Preparation of new hire offer letters, background checks, and Employment Ad placement
  • Orient new staff to the facility, arrange and implement training on software applicable to their position
  • Monitor office expenditures
  • Implement and update all network programs
  • My accomplishments include increasing revenue and creating a profit for a not-for-profit organization
  • This profit resulted in the organization's ability purchase a new server and make improvements to the property
  • Developed company brochure saving the facility significant funds by eliminating the need to outsource typesetting and design.

Education

Associates Degree -

Moraine Valley Community College
Palos Hills, IL

Skills

  • Proficient in the following software programs:
  • MS Office Suite: All Products
  • G-Suite: All Products
  • Document Control Software
  • Productivity Software: ASANA, Trello, Slack, Basecamp
  • Concur
  • Salesforce
  • TripIt
  • Accounting Software Programs:
  • QuickBooks
  • SAP
  • Excellent oral and written communication skills

References

Anne Lucietto, ITP, Maintenance Director, 630-849-3005, Professional 

Kim Lienhard, HomeGoods, Assistant Store Manager, 815-382-3232, Professional 

David Smid, ITP, Production Supervisor, 815-760-0822, Professional

Timeline

Administrative Assistant

Sunrun Installation Services, Inc.

Executive Assistant to District Manager

HomeGoods, div. of TJX Companies

Office Manager/Executive Assistant

International Titanium Powder

Customer Service Supervisor

Hendrickson International

Executive Assistant

Engineering PLUS, LLC

Office Manager

Dreyer Homes, Inc.

Executive Assistant

Catherine Blythe

Office Manager

Stepping Stones, Inc

Associates Degree -

Moraine Valley Community College
Rita Czapla