Evelia Castellanos
San Diego,California
Summary
To obtain the Senior Executive Assistant Position at organization where I can utilize my training and experience to contribute to the company and be responsible for providing executive level support to the CEO including operational activities across functional areas, executive administrative duties, support the day-to-day activities of the team, advanced customer service skills, coordinate special projects and advance my career.
I have a strong background in administrative procedures and excellent work ethics. I also have experience in working with the public, private and government sectors. Through this experience I have learned to deal effectively with people and co-workers, the importance of being meticulous, and the importance of professional goals. As such, I have learned invaluable lessons in my path to reaching my fullest potential. Administrative professional with proven ability to streamline office functions and support executive teams. Proficient in managing schedules, coordinating meetings, and handling correspondence. Dependable team player with focus on achieving results and adapting to changing needs.
Overview
36
36
years of professional experience
1
1
Certification
Work History
Department Administrative Coordinator
San Diego Association of Governments (SANDAG)
09.2011 - 06.2023
- Procedures, function as assistant and clerk providing day-to-day operation support and perform a variety of general or specialized administrative duties in support of performing assigned responsibilities
- The following are specific duties in my role:
- Managed the Director’s calendar, maintain the calendar of activities, meetings, and various events for department staff appointments, dry run meetings, briefings for PAC Project Manager, Working Group Liaisons, and Leads
- Procedures, act as executive assistant to the Department Director providing day-to-day operation support and performing a variety of general or specialized administrative duties in support of the department's assigned responsibilities
- The following are specific duties performed:
- Assist with the coordination of travel requests for Executive Team and staff, process follow-up on travel expense reports/requests for reimbursement, such as scheduling and arranging travel, preparation and distribution of SANDAG publications to internal and external customers; Coordinate and arrange special receptions, luncheons, tours and briefings for special interest groups and individuals; Operate a variety of word processing equipment, copiers and other office equipment; Provide support/backup to the agency’s Executive Assistants and other executive staff as needed;
- Notary Public;
- Clerk of the Borders and Regional Planning Committees, and Brown Act Working Group (7) meetings, such as scheduling and attending monthly Policy Advisory Committee (PAC) meetings and action items; prepare final meeting minutes and actions for distribution; Contact Policy Committee members to confirm attendance at meetings and respond to inquiries related to meetings and agendas; Maintain Policy Committee production schedules and provide assistance in coordinating production deadlines;
- Schedule appointments and coordinate meetings for the Department Director and staff; Assist with meeting room set up and ensure availability of necessary resources; and screened calls for the Department Director; and
- Serve as liaison between the Director and department staff, other departments, and agencies; receive and accurately distribute agendas, reports, and related materials for multiple monthly Policy Advisory Committee meetings
Data Entry
Thousand Smiles Foundation Rotary Club
04.1989 - 01.2022
- Volunteer
Executive Administrative Assistant, Executive Team/Planning Department
Centre City Development Corporation (CCDC)
09.1998 - 08.2011
- Personal and confidential executive assistant to Accounting Director, Executive Vice President, Advanced Planning Vice President and Planning staff on specific projects
- The following are specific duties in my position:
- Clerk of the Audit Committee and Centre City Advisory Committee meetings, scheduling and arranging travel, preparation and distribution of Corporation publications to internal and external customers, maintaining the Executive Vice President’s calendar; Coordinate and arrange special receptions, luncheons, tours and briefings for special interest groups and individuals; Operate a variety of word processing equipment, copiers and other office equipment; Provided reception coverage for the Corporation as needed;
- Assist in preparation of regular and special reports for Corporation, Redevelopment, and City of San Diego; preparation and distribution of Corporation publications to internal and external customers; Compose, drafted, edit, and prepared a variety of documents, committee reports, and correspondence; Specific documents from verbal and written instructions:
- Prepare a variety of financial, cost, and statistical summaries/reports
- Act as confidential assistant to the Advanced Planning Vice President and department, such as scheduling and arranging travel, maintaining the Advanced Planning Vice President’s calendar; Coordinate and arrange special conferences, receptions, luncheons, tours and briefings for special interest groups and Advanced Planning Department staff; Attend a variety of meetings and project workshops; Continuance of considerable independent judgment in solving work problems with ethics, the necessary knowledge of Corporation/Redevelopment Agency and City of San Diego rules, policies, procedures, and programs;
- Notarize Conditional Use Permits and Neighborhood Use Permits; and
- Assist the Spanish speaking community (Fluent - Read, Speak & Write)
Executive Administrative Assistant, Marketing Communications/Finance
Centre City Development Corporation (CCDC)
03.2009 - 03.2010
- Marketing and Communications/Finance Office Procedures, act as personal and confidential Assistant to the Vice President of Marketing and Communications and help the department staff on specific projects
- The following are specific duties performed:
- Assist with meetings, scheduling and arranging travel, preparation, and distribution of Corporation publications to internal and external customers, maintaining the Vice President’s calendar; coordinate and arrange special receptions, luncheons, tours and briefings for special interest groups and individuals
- Responsible for updating fourteen project fact sheets by gathering data and revising project information, copying/printing revisions on a quarterly basis for the department, Downtown Information Center, and consultants
- Discuss revisions with assigned Corporation project managers to confirm edits or archive project fact sheets
- Coordinate staff registrations to attend special events, training, and special award ceremonies, monitor budget expenditures, review, prepare and submit Request to Purchase forms for payment from a variety of sources for special projects and reports
- Assist with planning the Annual Multi-cultural Festival, contact retail, food, information, and service vendors and monitor annual budget
- Prepare a sponsorship mailing list and send follow-up emails to all interested vendors
- Review and forward project related daily news clips to management staff and/or consultants from various publications like the San Diego Union Tribune and Daily Transcript, post on website as needed
- Prepare worksheets, tables and maintain databases for a variety of internal or external (inventory) purposes; and
- Assist the Downtown Information Center managers one day a week
- Provided information to downtown residents, public, tourist and developers with any issues
Executive Administrative Assistant, Contracting and Public Works
Centre City Development Corporation (CCDC)
09.1998 - 03.2009
- Contracting and Public Works Office Procedures, act as personal and confidential secretary to the Vice President of Acquisitions, Public Works and Property Management/Contracting and help the department staff on specific projects
- The following are specific duties in my position:
- Assist with meetings, such as scheduling and arranging travel, preparation and distribution of agendas and back-up materials, maintaining the Assistant Vice President’s calendar, and arrangements of refreshments or meals as needed
- Type and process Business Rental Agreements, Change Orders, DDA’s, 33433 Reports, and Notices of Completion
- Check for certified firm participation and (M/WBE, DBE, SBE, or EEO) certification status for consultants, subconsultants, and vendors
- Assist with Planning, promoting, and execute the annual Project Area Committee
- Oversee correspondence for the Project Area Committee and Centre City Advisory Committee in Contracts Administrator’s absence; keep membership record and ensure compliance with Conflict-of-Interest requirements; Prepare agendas and transcribe minutes for the Project Area Committee
- Review a variety of draft and finished Agency, Board, Corporation and Staff correspondence, reports, and materials for accuracy, format, and compliance with policies and procedures
- Write and process contracts for outside consultants with guidance from the Manager-Contracting-Acquisitions and Public Works
- Notary Public and Notary Signing Agent
- Responsible for Accessor Parcel Numbers (APNs), Resolutions, Closing and Fire Filing System
- Word-processing and spread sheet programs; and
- Bilingual in Spanish (Fluent - Read, Speak & Write)
Public Works Sr. Administrative Secretary
City of Brawley
11.1995 - 09.1998
- Public Works Office Procedures, act as personal and confidential secretary to the Director of Public Works and help the Engineering/Public Works department staff on specific projects
- Order all office supplies, prepare check requisitions, take minutes from staff meetings, pick-up/distribute payroll, and type employee evaluations for all supervisors
- Greet and assist the Public with any Public Works inquiries or issues
- Responsible for the Mayor and City Council agendas, preparation and distribution of agendas and back-up materials, and arrangements of refreshments or meals as needed
- Assisted as bilingual interpreter for the Public Works Department and public
- Word-processing and spread sheet programs
- Manage Director’s calendar and screen calls
- Supervised Cal-Works Temporary employees
- Bilingual in Spanish (Fluent - Read, Speak & Write)
Administrative Plant Secretary
Moore Data Management Services Division (MOORE)
09.1989 - 11.1995
- Provided secretarial support to the Executive Plant Manager and performed efficient switchboard services to all senior personnel
- Utilized computer software programs and mainframe applications to research information
- Responsible for all travel or seminar scheduling
- Assist with meetings, such as preparation and distribution of reports and back-up materials, and arrangements of refreshments or meals as needed
- Assisted the MLS Customer Service Department, acted as liaison and coordinated activities with executive staff
- Responsible for contracts and maintained electronic records
- Managed Plant Manager’s calendar/appointments and screened calls
- Word-processing and spread sheet programs
- Supervised temporary employees and interns
- Bilingual in Spanish (Fluent - Read, Speak & Write)
Volunteer Teacher's Aide
Brawley Union High School
09.1987 - 06.1988
- Clerical
Clerical
City of Westmorland City Hall
06.1987 - 09.1987
- Clerical help and Cashier for City Swimming Pool
Education
Professional Development Program - Member
MANA de San Diego Association of Professionals
San Diego, CA01.2024
Professional Development Program - Member of Excellence
International Association of Administrative Professionals
San Diego, CA01.2024
Associate Degree -
Cuyamaca College
San Diego, CA01.2007
Construction Management Training Certificate Program - Certificate
Turner University
San Diego, CA06.2006
Bilingual Court Interpreting Certificate Program -
San Diego State University
San Diego, CA01.1998
Legal Word Processor/Secretary - Diploma
Sawyer College of Business
San Diego, CA08.1989
Diploma -
Bawley Union High School
Brawley, CA06.1988
Skills
- Legal Office Procedures
- Legal Terminology
- Legal Typing
- Legal Transcription
- Business English
- Shorthand
- Proofreading
- Business Letter Writing
- Bilingual/Spanish
- Six line Switchboard
- Meridian switchboard 2250/Merlin Legend MLX-20L switchboard
- IBM Compatible PC
- Spelling/Vocabulary
- Typing
- Accounting
- Adobe Reader 60 & 9
- WordPerfect/Microsoft Access/Outlook
- PowerPoint / Word / Excel/Lotus 1-2-3
- Ten-Key
- Office Procedures
- Advanced WordPerfect/Windows 95, 97 & 98
- Attention to Detail/Time Management
- Documentation and Recordkeeping
- Calendar Management
- Travel arrangements coordination
- 3270 Virtual Machine
- Inter-Net/Web
- Notary Public / Notary Signing Agent
- SoniClear 8 Recording
- Microsoft Visio 2010
- Zoom / MS Teams
- Virtual PAC Clerking
- MS 365 Software
- Instagram / LinkedIn / Twitter / Facebook
- WhatsApp / Yahoo Mail / Snapchat
- GoToMeetings
- Variety of applications on Google Chrome
Certification
- Notary Public
Languages
Spanish
Professional Working
Timeline
Department Administrative Coordinator
San Diego Association of Governments (SANDAG)
09.2011 - 06.2023
Executive Administrative Assistant, Marketing Communications/Finance
Centre City Development Corporation (CCDC)
03.2009 - 03.2010
Executive Administrative Assistant, Contracting and Public Works
Centre City Development Corporation (CCDC)
09.1998 - 03.2009
Executive Administrative Assistant, Executive Team/Planning Department
Centre City Development Corporation (CCDC)
09.1998 - 08.2011
Public Works Sr. Administrative Secretary
City of Brawley
11.1995 - 09.1998
Administrative Plant Secretary
Moore Data Management Services Division (MOORE)
09.1989 - 11.1995
Data Entry
Thousand Smiles Foundation Rotary Club
04.1989 - 01.2022
Volunteer Teacher's Aide
Brawley Union High School
09.1987 - 06.1988
Clerical
City of Westmorland City Hall
06.1987 - 09.1987
Professional Development Program - Member of Excellence
International Association of Administrative Professionals
Associate Degree -
Cuyamaca College
Construction Management Training Certificate Program - Certificate
Turner University
Bilingual Court Interpreting Certificate Program -
San Diego State University
Legal Word Processor/Secretary - Diploma
Sawyer College of Business
Diploma -
Bawley Union High School
Professional Development Program - Member
MANA de San Diego Association of Professionals
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Accomplishments
- Collaborated with team of 50 in the development of regional transportation agency.
Work Preference
Work Type
Full TimeWork Location
On-SiteRemoteHybridImportant To Me
Career advancementWork-life balanceWork from home optionHealthcare benefitsFlexible work hours4-day work weekTeam Building / Company RetreatsSoftware
Advanced software skills
Interests
Community & quality of life interests
Quote
"Yesterday's the past, tomorrow's the future, & today is a gift. That's why it's called a present."
Affiliations
- National Notary Association
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