Executive Assistant & Operations Coordinator Expert

ALMA VASQUEZ

New Braunfels, TX 505-***-**** ***********@*****.***

Bilingual: English & Spanish

EXECUTIVE ASSISTANT EVENT + OPERATIONS + TRAVEL COORDINATOR Board Support Multi-Site Operations Vendor & Contract Administration Office Operations Logistics Planning

PROFESSIONAL SUMMARY

Bilingual Executive Assistant and Coordinator with 15+ years of experience supporting executive leadership, HR departments, legal teams, and Boards of Directors in confidential, deadline-driven environments also able to manage multiple tasks and work independently with exceptional time management. I focused on client/customer service for event planning, logistics execution, travel coordination, multi-site office operations, vendor/contract administration, lease and renewal tracking, procurement coordination, and compliance documentation. Trusted for executive-level judgment, stakeholder communication, and operational improvements through workflow optimization and technology enablement.

CORE COMPETENCIES

Executive Support: Executive calendar management, high-priority scheduling, confidential communications, meeting preparation with flexibility/adaptability. Event Management: Staff events, open houses, board meetings, conference readiness, run-of-show logistics, vendor coordination

Travel Coordination: Multi-city bookings, itineraries, registrations, logistics troubleshooting, travel documentation tracking in a timely manner

Office Operations: Multi-site support, facilities coordination, relocations, lease/insurance renewals, inventory/asset tracking, data entry & record keeping Vendor & Compliance: Vendor relationships, COI/insurance compliance, contract renewals, procurement workflow support

HR Support: Recruiting coordination, interview scheduling, onboarding documentation, admin. HR support Process Improvement: Workflow optimization, SOP standardization, documentation modernization, automation readiness

TECHNOLOGY

Microsoft Office & Google Suite Microsoft Teams SharePoint Zoom Electronic Document File Mgmt. DocuSign Monday.com ISolved (HRIS) PDF/Document Management Project Management Motorola/Zebra Scanners LexisNexis PACER Odyssey SOPA Bloomberg E-filing/Court Systems CAREER HIGHLIGHTS

Supported 11 offices statewide, with 21 Stakeholders & 6 senior executives

Managed projects totaling over $1 million in contracts

Planned and executed staff events and functions, including an annual staff meeting for 120+ employees

Document control, recordkeeping, audit readiness, with policy & grant compliance support across administrative workflows for Legal Service Corporation and Dept. of Justice

Set up NM Family Friendly Policies consisting of 3 categories. Accomplished during COVID for a work-life balance, family friendly benefits.

Category One:

Paid Leave-

1.-Personal leave- for school, sickness, training/prof. dev., or vacation 2.-Parental leave

3.- Family leave (for aging parents, children, domestic partner) Category Two:

Health Support-

1.-Breastfeeding/lactation support

2.-Healthcare

3.-Wellness programs

4.-Reasonable accommodation for workers with medical needs arising from pregnancy. Category Three:

Work Schedules-

1.- Flexible work scheduling (4- 10 hour days)

2.- Job sharing (2 part time employees share one full-time position) 3.- Telecommuting/hybrid

4.-Predictable scheduling (give two weeks’ notice for changes in schedule) PROFESSIONAL EXPERIENCE

New Mexico Legal Aid, Inc. 2021 – 2025

Executive Assistant / Event + Operations Coordinator / Travel Coordinator

• Provided executive administrative support to 6 senior executives, handling confidential information with discretion.

• Coordinated Board of Directors meetings, scheduling, agendas, prep materials, and onboarding.

• Managed organization-wide events and logistics for 120 staff members along with meetings and executive functions.

• Supported operations across 11 offices, including facilities requests, renewals, and vendor coordination.

• Oversaw procurement, inventory, and asset tracking to ensure compliance and organization.

• Assisted with onboarding and system access setup for staff.

• Coordinated business trips, including itineraries, bookings.

• Maintained travel documentation and supported expense tracking and reimbursements for finance dept.

• Ensured travel followed internal policies and approval processes. Rebellis Development Group 2019 – 2021

Office Manager / Operations Coordinator

• Managed daily office operations and administrative workflow coordination supporting HR, Accounting, subcontractors, and leadership.

• Coordinated executive calendar management, meeting scheduling, and priority alignment across internal and external stakeholders.

• Supported recruiting coordination including interview, scheduling, onboarding documentation, benefits paperwork, and background check tracking different levels of security clearance.

• Maintained workflow tracking using Monday.com to improve visibility into deliverables, deadlines, and team accountability.

• Assisted operational process improvements through administrative workflow standardization and documentation strengthening.

WESST 2014 – 2019

Program Liaison / Executive Support / Event Logistics

• Provided executive support to leadership including scheduling, confidential communications, and administrative coordination.

• Coordinated logistics for workshops and training events, supporting materials preparation, attendee readiness, and smooth execution.

• Delivered bilingual (English/Spanish) support services and translation assistance for clients, workshops, and training sessions.

• Coordinated incubator client admissions, documentation readiness, committee scheduling, onboarding tasks, and move-in logistics.

• Managed vendor and facility operations including HVAC, security, IT, elevator services, and building maintenance coordination.

Central New Mexico Community College (CNM) 2011 – 2014 Senior Intake Coordinator / Program Management Support

• Assisted with activities for development and jobs related to student services.

• Supported Student Services Office reporting, documentation control, and administrative workflow tracking.

• Coordinated Change Control Board documentation including agenda support, distribution, and approval recordkeeping.

EARLIER EXPERIENCE

Office Manager Farmers Insurance 2007 – 2011

Guest Service Team Lead & Planogram Target 2005 – 2007 Logistics Replenishment Supervisor JC Penny 2004-2005 Shift Manager Pizza Hut 2002-2004

Distribution Center Lead Cardinal Health 2001-2002 Bilingual Call Center Rep. QWEST 2001-2002

Bookkeeping/Exec. Admin. (Self Employed) Ben’s Flooring Installation 1997-2001 Accounts Rec. Payable George’s Carpet & Tile 1994-1997 Cashier Furr’s Supermarket 1993-1994

October 9, 2025

To Whom It May Concern,

It is with great enthusiasm and complete confidence that I write this letter of recommendation for Alma Vasquez, who served as my Administrative Assistant while I oversaw physical operations for New Mexico Legal Aid across nine offices throughout the state from 2022-2025. During her time working alongside me, Alma demonstrated exceptional competence, professionalism, and initiative. She played a key role in the day-to-day operations of our facilities, ensuring smooth coordination across a geographically diverse and complex organization which was necessary to keep our law firm of 80+ employees running smoothly. Her keen attention to detail and proactive communication style were invaluable in managing logistics, maintenance, and improvements across all locations. In addition to her operational support, Alma contributed meaningfully to our Human Resources team, navigating a uniquely complex labor environment that included unionized employees. She consistently approached challenges with thoughtfulness, discretion, and a strong understanding of HR principles. Her ability to maintain confidentiality while balancing the needs of both management and staff was deeply appreciated by the entire executive team.

One of Alma's standout contributions was her work overseeing contractors and vendors for facility and operational needs. She managed projects totaling over $1 million in contracts, consistently ensuring that work was completed on time, within budget, and in full compliance with organizational and legal standards. Her negotiation skills, reliability, and organizational oversight regularly saved the organization both time and money.

Alma is a dedicated, intelligent, and trustworthy professional. She brings not only skills and experience to any role, but also a calm, solution-oriented presence that uplifts those around her. I wholeheartedly recommend Alma Vasquez for any position she pursues. I have no doubt she will continue to bring excellence to any team or organization, lucky enough to have her.

Please feel free to contact me should you require any further information. Sincerely,

/s/ Michelle Garcia

Michelle Garcia, J.D.

Former Deputy Director

New Mexico Legal Aid

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