Administrative Asst./External Affair Associate

Barbara Hernandez

*** **** ********** ***. • Chicago, Illinois 60628 • 773-***-**** • Email: ************@*****.***

OBJECTIVE

To obtain a secure position with a progressive organization, where I can utilize my organizational and administrative skills, which would be mutually beneficial to both my employer and myself.

EDUCATION

Bachelor of Business Administration Degree, Robert Morris College, Chicago, Illinois (1997)

COMPUTER EXPERTISE

Hardware: HP Pavilion, with Pentium 4, Dell, and IBM PC’s, Xerox and Lexmark Printers.

Operating Systems: Microsoft Windows XP. Windows 2000, Windows 98 Type: 50 WPM

Software: Microsoft Office Suite (Word, Power Point, Excel, and Publisher)

LANGUAGES

Bilingual (Spanish/English)

PROFESSIONAL EXPERIENCE

External Affairs Program Associate

• Solely responsible for the agency publications such as brochures, flyers, and posters and assist with periodic updates and revisions of all manuals, such as Parent Handbook and/or agency’s annual report.

• Write and assist in the preparation of grant proposals to foundations, corporate giving programs and government entities to increase further funding sources for the agency.

• Coordinate the agency’s fundraising activities, identify new grants/funding opportunities via the Internet, research, and direct contact with individuals, foundations, and the corporate sector.

• Responsible for compiling press kits and sending them off to media to further agency’s mission.

• Interact with local political representatives, CPS school principals and/or designee, universities college work-study representatives.

• Assist in all external and internal activities pertaining to individual programs and agency-wide.

• Create a monthly newsletter for the Early Childhood Learning Centers. Designed a programs’ logo.

• Coordinate the agency’s transitioning ceremonies for three sites and give public tours of facilities.

• Represent the agency at community meetings and coordinate career days and/or job fairs for the agency.

• Assist in the planning of the annual staff meeting and annual Board of Directors Meeting.

• Prepare agendas and all other materials necessary for Children Services, and Directors’ meetings.

• Participate in community activities, governmental meetings and civic programs as an agency representative.

• Coordinate meetings, conferences and special agency functions.

• Develop and maintain current knowledge of external relations principles and practices.

• Assist the External Affairs Director and the President/CEO, in the development of a five year strategic plan of the agency’s community relations.

• Prepare and execute special events and fund raising activities/campaigns with External Affair Director.

• Create all agencies’ event flyers in English and Spanish.

• Developed Spanish publications for all the agency’s programs.

• Produced the first Hispanic Media Strategic Marketing Plan for the agency.

• Oversee the recruitment, training and placement of all volunteers, as appropriate.

• Prepare and handle distribution of annual solicitation letters.

• Develop a list of possible donors and maintain a schedule of proposal due dates ongoing.

• Supervise Temporary Student Clerical Aides - train, assign duties, and coordinate work schedules.

• Attend evening meetings and events scheduled on weekends.

• Maintain individual files, anecdotal records, and produce quarterly summary reports for the External Affairs Department.

• Coordinate the agency’s annual participation in El Dia De Los Ninos Parade and Bud Billiken Parade.

• Attend varies types of community action meetings as a representative of the agency such as the Chicago Metropolitan Battered Women Network Meetings, 2nd District

• Domestic Violence Subcommittee Meetings, Night Ministry’s Youth, Homelessness, and HIV Meetings.

• Assist all program directors of School Age, and Early Childhood Learning Centers East, West and South locations in coordinating Monthly Family Reading Nights and Parent Involvement Committee Meetings.

• Attended varies conferences, seminars and workshops on grant writing.

Executive Administrative Support

• Created varies types of presentations on Power Point for special RFI’s.

• Responsible for all travel arrangements for the director and executive staff.

• Created varies listings on Excel for all regional/global managers for future reference use.

• Processed highly confidential information thru a CRM program provided for Citigroup only.

• Scheduled meetings and group celebrations as well as catering holiday events and birthdays.

• Redirected customer service questions and/or information to all clients, by phone or via email.

• Updated a daily spreadsheet on staff’s weekly schedules and itineraries.

• Processed and scanned all business cards and confidential documents into the system.

• Conducted job searches on the Internet and edited resumes for recruiters and account managers daily.

• Initiated and tracked all expense reports and other miscellaneous expenses on an excel spreadsheet daily.

• Narrowed market price on products and/or services, using rate negotiations and compromising agreements with vendors to secure the lowest rates possible.

• Prepared contract folders for consultants, benefiting both W2 and 1099.

• Maintained and ordered appropriate amounts of office supplies and computer hardware as well as tracking inventory supplies quarterly.

• Assisted the catering director in arranging and monitoring banquets and special events such as corporate conferences and/or weddings.

• Edited new layouts for futures events and created new forms of advertisement displays.

• Assisted director of events with ideas on catering special outdoor event for corporate clients.

• Drafted, typed and prepared confidential correspondence and memoranda for President/CEO’s signature.

• Executed daily operations: typing, filing, faxing confidential documents, sorted and distributed all mail.

External Affairs Program Associate

Firman Community Services, Chicago, Illinois ~ November 2004 - Present

Executive Administrative Assistant

Citigroup, (Manpower) Chicago, Illinois ~ August 2003 – June 18, 2004

Senior Administrative Assistant / Assistant Office Manager

Sapphire Technologies, Chicago, Illinois ~ January 1999 – July 22, 2002

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