CARMEN ORTIZ
Chicago,IL
Summary
Driven and resourceful administrative professional with 5+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Dependable and quick-learning team player with effective communication and organization skills. Attentive to detail with experience in coordinating projects, programs and improvements.
Overview
11
11
years of professional experience
Work History
Executive Assistant to the Vice President
Columbia College Chicago
02.2023 - Current
- Manage executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Manage all travel arrangements for the Vice President (national, international, and local business trips/calls) and prepare itineraries.
- Serve as an essential point of contact for internal and external stakeholders, ensuring timely responses to inquiries and effective communication between parties.
- In collaboration with the Vice President, support the management and monitoring of the department budget by performing budget analysis and providing budget reports.
- Reconcile Vice President's purchases and approve all team expenses.
- Manage and approve payroll, reimbursements, and purchase orders.
- Prepare, proofread, edit and distribute departmental reports, correspondence, communications, presentations, and other documents assigned.
- Ensure seamless integration of new team members with comprehensive onboarding materials, mentorship programs, and ongoing support throughout their initial transition period.
- Manage office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Supported the successful execution of departmental initiatives by coordinating resources, tracking progress, and providing regular updates to involved parties.
- Handled confidential and sensitive information with discretion and tact.
- Serve as project manager of special initiatives and signature events.
- Boost team morale by fostering a positive work environment through effective conflict resolution and proactive problem-solving measures.
Executive Assistant to Chief of Schools
Chicago Public Schools CPS
11.2017 - 01.2023
- Greeted visitors and callers, handled their inquiries, and directed them to the appropriate persons according to their needs in a responsive, respective, and timely manner.
- Managed the schedule of meetings, activities, and deadlines for Chief of Schools and Deputy Chief of Schools.
- Prepared and managed payroll, reimbursements, and purchase orders.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Managed the ordering of office supplies and materials for Network; maintenance of school related financial records, and prepared documents for internal audits.
- Planned, executed and controlled assigned projects, ensuring work performed complied with requirements.
- Organized and coordinated conferences and monthly meetings.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
Family Resources Specialist
Illinois Action for Children
10.2014 - 10.2017
- Proven ability to assess and determine parent and provider eligibility for child care assistance
- Effectively manage monthly caseload of approximately 200+ cases, ensuring accuracy and completeness
- Increased satisfaction by providing critical support and guidance to low-income parents, navigating complexities of childcare funding and services
- Serve as a liaison between families and resources, recommending options after eligibility has been determined
- Extensively communicate and interact with employees, community partners, and parents
Neuro Field Marketing Manager, Neuro Brand Specialist
Havas Street
09.2013 - 10.2014
- Promoted to Neuro Field Marketing Manager for exhibiting exemplary performance.
- Oversaw, managed, and executed the strategic marketing direction of the brand along with managing a Field Marketing team of 7 Brand Ambassadors; completed payroll
- Developed, planned, and implemented marketing programs, generating new prospects and repeat purchases leading to subscriber and customer relationship growth.
- Hired/trained new members for the Field Marketing team, ensuring a thorough understanding of policies/procedures
- Enhanced lead generation through targeted local events and trade shows.
Education
Bachelor of Arts - Psychology
NORTHERN ILLINOIS UNIVERSITY
Dekalb, IL12.2012
Skills
- Executive Support
- Organization, multitasking, and time management
- MS Office Suite (MS Word, Excel,
- PowerPoint, and Outlook
- Administrative Oversight
- Travel Arrangement Coordination
- Correspondence and Memos
- Document Filing and Retrieval
- Executive Schedule Management
- Meeting Agenda Preparation
- Project Management
- Conference planning
- Office Management
- Strong Problem Solver
Languages
Spanish
Native or Bilingual
Timeline
Executive Assistant to the Vice President
Columbia College Chicago
02.2023 - Current
Executive Assistant to Chief of Schools
Chicago Public Schools CPS
11.2017 - 01.2023
Family Resources Specialist
Illinois Action for Children
10.2014 - 10.2017
Neuro Field Marketing Manager, Neuro Brand Specialist
Havas Street
09.2013 - 10.2014
Bachelor of Arts - Psychology
NORTHERN ILLINOIS UNIVERSITY
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