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Project Manager Executive Assistant

Smartville, California, 95977, United States
March 01, 2011

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***** ****** **** ****, *** Oak Valley, California 95977

650-***-**** mobile; 530-***-**** home; or




Experienced Executive Assistant/Project Manager with a proven and stable

career history. Adept at managing all phases of project life cycle from

needs assessment through implementation. Excellent attention to detail and

extremely organized. Exceptional interpersonal skills, pleasant, flexible

demeanor and team player. Skilled at utilizing Microsoft Office 2007,

Excel, Word, Outlook, PowerPoint and data base management.


Public Health Foundation Enterprises for California Department of Public

Health, Center for Infectious Diseases (CID), Deputy Director's Office


Executive Assistant to the Deputy Director/State Epidemiologist

. Role is to coordinate administrative tasks for the Deputy

Director/State Epidemiologist and the Assistant Deputy Director for

CID which encompasses two Divisions: the Office of AIDS and the

Division of Communicable Disease Control.

. As team leader, analyze, edit and submit federal grants related to

Immunizations, Sexually Transmitted Diseases, H1N1 Influenza, HIV/AIDS

and Tuberculosis for CID.

. Track, monitor, review and analyze legislation bills for accuracy for

the Deputy Director before submission to the Legislative Governmental

Affairs Office.

. Chief Editor of the CID CONNECTION Quarterly Newsletter: duties entail

editing, reviewing and composing articles. Developed the original

design of the newsletter, logo and content. Interview staff and

prepare articles on key issues, solicit and prepare questions to be

answered about public health concerns from division managers, compose

book reviews and coordinate all materials for select headings

submitted to the newsletter for publication.

. Review and edit all CID documents for the Deputy Director which

includes: Governor's Office Action Requests, Secretary's Action

Requests, Significant Issue Reports, Communications Action Requests,

Director's Action Requests, Press Releases, out-of-country trip

requests and all other correspondence.

. Track and monitor drills to ensure all deadlines are met on a timely

basis from the Director's Office, Budgets, Legal Office, Accounting,

Human Resources, Administration, Health and Human Services Agency and

Department of Finance. Provide planning interface with Director's

Office on scheduling meetings and document exchange.

. Handle all incoming calls to CID both from the public and other

departments, routing to appropriate Divisions. Act as a liaison

between Division Chiefs and Deputy Director to ensure program issues

are assigned to respective divisions and perform necessary follow-up

to make certain issues are resolved.

. Update, edit and contribute new articles on a weekly basis to CID's

Internet Page. As a member of the DCDC Web Committee, I participate in

evaluating the organization of the web page functionality.

. Track and monitor out-of-state travel to ensure trips are allocated

for Deputy and Assistant Deputy.

. Maintain calendars, scheduling, correspondence, travel, take minutes

for weekly Division Chief's meetings and disseminate to Division


. Order all supplies and prepare purchase orders for CID.

Catharine Crane-Garcia

Page 2

Resources Legacy Fund/Foundation 7/1/04 -


Executive Assistant to Executive Director

. Provided administrative support to the Executive Director and his

management team and staff, as well as maintained calendars, scheduling

and travel arrangements.

. Interacted and coordinated with Resources Law Group program staff for

preparation of Quarterly Board Docket, which included producing the

final agenda for the Board members and editing of grant write-ups from

each program area within the law group.

. Developed and implemented a new design of the Board Docket for the

Foundation with a special fold-out section outlining all proposed

grants in specified programs, set the annual quarterly Board meeting

dates, generated Board grant lists and served as liaison with the

Trustees, as well as ensuring meeting logistics. Transcribed and

finalized minutes for approval by the Board members which required a

high level of accuracy and extensive edits.

. Handled routine and confidential information, such as high profile

donors' identity and large contributions, for the Executive Director.

. Monitored and maintained a $3 million-year grant tracking system.

Received budget and expenditure reports from grantees to ensure

compliance with the terms of the grant.

. Assisted in development and implementation of Foundation's donor data

base. This included documenting changes and making recommendations to

increase its efficiency.

. Tracked wire transfers with Merrill Lynch and prepared annual

insurance forms for the Foundation in conjunction with the Chief

Financial Officer.

. Acted as office manager: ordered supplies, secured all office systems

and procedures, updated postage machine and ordered new equipment.

. Analyzed filing system for the Foundation and implemented new system.

. Maintained courteous, respectful and constructive interactions with co-

workers and grantees; providing resource materials to grantees.

The David and Lucile Packard Foundation 1/1/94-7/1/04

Executive Assistant to Board Trustee

. Provided administrative support to the Trustee's office on a daily

basis which was responsible for interfacing with Packard Foundation

staff in the Conservation and Population program areas, a local grant

making program in Los Altos and the Pueblo Program located in David

Packard's home town in Colorado. Administered projects connected to

the Trustee's office as it consulted with the nonprofit sector, such

as the Council on Foundations, the Foundation Center and other


. Acted as liaison via telephone to the above-mentioned entities to

answer questions, arrange appointments and refer when appropriate.

. Participated in task force committees, organized, coordinated,

prepared agendas and handled the technical logistics related to the

Packard Foundation interests for the following: Council on Foundations

2006 Annual Meeting for 2,500 members; 40th Open House Anniversary of

the Packard Foundation; National Technology three-day Conference in

Monterey; Los Altos Community Grant Making Committee; East Palo Alto

Task Force; Annual Holiday committee and the Sustainable Facility

meetings in Monterey.

Catharine Crane-Garcia

Page 3

. Acted as the lead point person in the beginning renovations of the

Packard Home in Los Altos into a Conference and Meeting Center for the

Foundation and their Grantees. Coordinated efforts to engage

architects and bring plans to the Packard Family.

. Coordinated meetings with Congressional representatives and Senate

members for the Director. Prepared and provided Foundation packets

for the representatives and members outlining Foundation interests.

. Prepared, tracked and monitored annual administrative budget for the

Trustee's office and approved invoice requests.

. Drafted consultant agreements and insured accuracy of materials, as

well as supervised work schedules of consultants.

. Composed and edited grant summaries for the local grant-making program

in the Los Altos Community and the Special Opportunities program.

. Provided lead support to the Director of External Affairs and

supervised his administrative assistant. Also coordinated with his

communications/media staff regarding press releases and web content.

. Supervised and coordinated the production of a video on the Life of

Lucile Packard.

. Prepared materials and PowerPoint presentations for the Trustee when

he spoke at nonprofit and private sector meetings.

. Scheduled meetings and made complicated international travel

arrangements in China and Pakistan for the Trustee when he traveled

for the Conservation and Population programs.

. Participated and ran Executive Assistant team meetings, setting

agendas and selecting topics for member discussion.

The Henry J. Kaiser Family Foundation 9/1/87-


Executive Assistant to Vice President of Minority Programs

. Performed administrative staff work for the Vice President and his

interface with the President's Office in its evaluation of identifying

ways to increase the minorities engaged in health professions.

Provided administrative analysis surveying number of minorities

attending traditionally black colleges and what would entice them to

enter the health professions.

. Implemented multi-foundation projects and organized meetings around

the Foundation's focus on major health care issues such as managed

care and low-income populations and the changing composition of health

insurance coverage in the U.S.

. Participated in grant writing, PowerPoint presentations, assembling

Grant Dockets and ensuring accuracy of materials and content.

Education and Technical Skills

University of Oklahoma (four semesters)

University of California Berkeley (two semesters)

English Major (took courses in Mathematics, Physics, Italian, Psychology,

Intermediate Writing, American Literature, Theory, Criticism, Cultural

studies and Classical Art)

MS Office Suite including word, Excel, PowerPoint, Outlook, and Access Data

Bases. Adept at Event Coordination

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