Cindy Gallardo

Executive Assistant/Event Coordinator

WestStar Bank

El Paso, TX

02.2005 - Current

Provide comprehensive administrative support to C-suite and senior executives by managing daily schedules, coordinating meetings, and ensuring timely communication.
Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
Prepared agendas and minutes for Board of Directors and internal Bank committees.
Designed PowerPoint presentations for departmental meetings and training sessions.
Organize special events for up to 500 attendees such as annual employee appreciation party, monthly employee luncheons, Board of Directors Retreat, and Annual Shareholders Meeting.
Developed and maintained project documentation such as meeting minutes, action item lists, status reports, and change requests.
Handled confidential information with discretion and integrity.
Coordinated and managed all logistics for special events, including venue selection, catering, decorations, entertainment, transportation and security.
Developed budgets and tracked expenses to ensure the event was within budget.
Negotiated contracts with vendors to obtain the best prices for services provided.
Provided on-site management of special events to ensure smooth execution of plans.
Collaborated closely with internal teams such as IT staff or audio and visual technicians when necessary.
Negotiated contracts with venues, caterers, and entertainment providers to secure favorable terms and pricing.
Facilitated post-event evaluations with clients and internal teams, gathering feedback to inform future event planning.