Executive Administrative Assistant

Location:

San Benito, TX

Salary:

$48000

Posted:

June 22, 2024

Contact this candidate

Resume:

Eduardo Rocha

Phone 956-***-****

Email *********@*****.***

Address San Benito, TX 78586

PROFESSIONAL SUMMARY

Organized and detail-oriented professional who enjoys providing personalized and timely support to the executive team. Known to facilitate a collaborative environment for employees and guests through maintaining effective internal and external communication, planning events, and coordinating special projects. Hones excellent written and oral communication skills with the ability to solve complex problems quickly with face-paced corporate environments.

SKILLS

Leadership

Bilingual

Non-Profit Management

Strategic Planning

Project Management

Community Engagement

Budget Management

Conflict Resolution

EXPERIENCE

COORDINATING DIRECTOR — Episcopal Diocese of West Texas

San Antonio, TX, January 2022 - October 2023

Maintained complete and accurate records for all volunteers and staff

Conducted data analyst reports to adhere to the reporting requirements for compliance

Spearheaded coordination efforts to oversee day-to-day operations of the Welcome Center

Fostered collaborative relationships with other partner agencies, city and federal agencies such as Border Patrol, ICE, and City of San Antonio as well as border shelters to enhance agency cooperation for migrant support

Initiated key partnerships that broadened assistance programs aiding in maintaining constant flow of donations

Successfully streamlined process workflows ensuring clear and concise communication with CBP and ICE regarding daily releases / drop-offs

Facilitated travel coordination for clients by assisting in the purchase of tickets and explaining itineraries and programming transport to proper area for departures

Provided case management to those individuals who did not have sponsor, funds, or destination.

VOLUNTEER COORDINATOR — Interfaith Welcome Coalition

San Antonio, TX, June 2021 - January 2022

Aspired to develop and implement volunteer recognition programs such as volunteer appreciation luncheons and awarding small tokens of appreciation.

Managed precise scheduling to resolve conflicts and optimize volunteer availability.

Assisted with event planning activities by coordinating logistics associated with recruiting volunteers for specific tasks or assignments.

Led various strategic planning efforts to recruit, onboard, train volunteers boosting volunteer engagement by 30% via targeted community outreach.

Maintained accurate records of all past and current volunteers' using centralized databases.

Created data analysis reports for annual reporting for agency compliance

Oversaw safety measures related to volunteer activities in order to prevent accidents or injuries.

DIRECTOR OF VOLUNTEER SERVICES — Catholic Charities

San Antonio, TX, January 2020 - April 2021

Managed day-to-day operations related to volunteer services; delegated tasks as needed while maintaining overall accountability.

Implemented volunteer platform, GivePulse, to for all recruitment efforts and effective communication with volunteers

Recruited, interviewed, and hired staff members offering exceptional talent and brought great skills to team

Developed monthly schedules and assignments for volunteer staff

Designed volunteer handbook using Microsoft Office and established volunteer networking group to address specific issues, including recruitment and re-engagement issues

Demonstrated ability to effectively coordinate multiple and large scale projects simultaneously, ensuring timely completion of tasks.

Formulated and implemented comprehensive volunteer recruitment plan to increase the number of volunteers by 20%.

Cultivated relationships with key stakeholders in order to identify potential new volunteer opportunities.

Facilitated partnerships with community organizations to increase program reach and effectiveness by offering community and academic presentations

Established and oversaw administrative procedures to meet objectives set by boards of directors and senior management.

HUMAN RESOURCES COORDINATOR — Catholic Charities

San Antonio, TX, February 2019 - January 2020

Cooperated with management staff in program annual year-end processes and data audits by preparing data analysis reports showing employee relevant metrics

Ensured that company stayed in compliance with all local, state, and federal laws, in addition to establishing organizational standards

Conserved program personnel records reviewing paperwork for accuracy and completeness, including, collecting, and correcting data, and sending notices to employees regarding expiring or missing documentation

Orchestrated strategic recruitment approaches to engage talented and highly qualified candidates

Implemented tracking database for employee professional development, licensure renewal credits, and renewal deadlines

Explained employee compensation, benefits, schedules, working conditions and promotion opportunities

Conducted background checks on candidates by obtaining information from law enforcement officials, previous employers, and references to facilitate hiring and onboarding new employees

Assisted with recruitment process by posting job ads, filtering applications, scheduling interviews, assisting in interview process, and drafting offer letters

EXECUTIVE ASSISTANT — Catholic Charities

San Antonio, TX, January 2018 - December 2018

Maintained oversight of all administrative processes and ensured the accurate documentation of all important information required to the seamless execution of defined objectives

Delivered detailed program performance reports to executive team and stakeholders to facilitate informed decision making processes

Executed event planning and management including program timeliness, budgets, logistics, invitations, registration, vendor negotiations, and communication with internal and external partners

Ensured smooth day-to-day operations by partnering with all program and agency staff assistants to schedule meetings, prioritize critical path items, and solve complex issues

Assisted the human resources department in the onboarding process for employees to quickly assimilate company policies and workflow while getting fully acquainted with the organization’s culture

Researched vendors saving money by renegotiating contracts suiting agency and program budgets

Assisted executive team in the meetings maintaining accurate records and meeting notes/minutes by compiling, assembling, and distributing Board meeting materials

Worked with executive team to devise strategies to achieve established goals while effectively communicating goals and objectives across the company

Continually monitoring projects and initiatives by prioritizing tasks to meet deadlines while keeping Executive Director informed of changes

Communicated directly on behalf of the Executive Director with Board of Directors, donors, foundation staff, and external stakeholders

Served as the Executive Directors administrative liaison to the Board of Directors and and managed Board activities such as monthly meetings, catering all meetings, and arranging travel arrangements when needed

Reconciled and processed all credit expenses, travel reimbursements, and monthly invoices for finance for proper reporting

Collaborated with Executive, Finance, Human Resources, and Audit committee meetings ensuring the confidentiality of files and contact information

HUMAN RESOURCES MANAGER — Stability Staffing & Consulting

San Antonio, TX, December 2015 - January 2018

Resolved workplace issues in accordance with company policy and legal guidelines.

Participated in weekly staff meetings and met with management to review progress and status of various issues.

Developed training materials and provided orientation sessions to new hires.

Ensured compliance with federal, state and local employment laws regarding all aspects of Human Resources management.

Recruited and onboarded new employees, ensuring compliance with regulatory requirements.

Performed background checks and reference checks on potential candidates for open positions.

Managed employee lifecycle processes by handling onboarding, employee performance, and discipline tasks.

Managed employee benefits programs including health insurance, retirement plans, vacation leave.

Coordinated employee recognition programs designed to reward excellent performance.

Maintained accurate records of personnel-related data using HR software systems such as ADP Workforce Now or Oracle PeopleSoft HCM Suite.

Monitored trends in labor laws, regulations and benefits while providing guidance on changes as needed.

Prepared reports related to recruitment efforts, retention rates, absences, payroll costs.

Coordinated and led large-scale recruitment initiatives.

Conducted new employee orientation to foster positive attitude toward organizational objectives.

Served as link between management and employees by handling questions, interpreting, and administering contracts and helping resolve work-related problems.

Maintained records and compiled statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates.

Identified staff vacancies and recruited, interview, and select applicants.

Represented organization at personnel-related hearings and investigations.

Conducted investigations for employee complaints and concerns to determine resolutions.

Developed and implemented effective employee engagement strategies to foster a positive work environment.

EXECUTIVE ASSISTANT — BCFS

December 2011 - December 2015