Karla T. Aybar Reyes
Summary
Self-directed and resourceful executive support professional with 7+ years of experience in strategic operations, project management, and stakeholder engagement. Adept at streamlining executive office functions, driving organizational efficiency and cultural initiatives, and translating leadership vision into actionable plans. Proven ability to manage high-level communications, facilitate board relations, and oversee cross-functional initiatives with discretion and professionalism.
Overview
8
8
years of professional experience
Work History
Chief of Staff
Hoboken Free Public Library
01.2023 - Current
- Provided primary administrative support of the Director, including calendar management, travel coordination, scheduling meetings, drafting agendas and presentations, recording minutes, and responding to board members and donor questions
- Ensures the proper day-to-day coordination of the activities and priorities of the major functional areas of the organization, including policy development, strategic planning, and research; facilities and capital; procurement of goods and services; public programs, outreach, and marketing; internal communications and information flow
- Monitors and directs the flow of information between the Director and department leaders and staff to support coordination of efforts on library priorities, including system-wide and cross-functional initiative
- Ensures effective project management for library initiatives
- Plans, coordinates, and carries out library communications with the Library Board of Trustees
- Ensures all necessary preparations and follow-up for regular and special Board meetings
- Serves as the Board secretary
- Establishes and maintains collaborative working relationships to maximize the effectiveness of library partnerships with current and prospective stakeholders
- Proofreads library publications, memos, reports, and other documents in accordance with the library’s style guide
- Creates the yearly annual report
- Assists the Library Director in exercising executive control and direction over the functions of the organization by providing proactive day-to-day support and advice, as well as regular reporting and analysis in areas of situational awareness, priority setting, decision-making, and messaging
- Performed Executive Assistant duties listed below
Executive and Development Assistant
Hoboken Public Library
09.2022 - 12.2023
- Served as the initial point of contact for general email and phone inquiries
- Maintained budget and reimbursements for director and director-driven projects, and performed other administrative duties and projects as required to support the Director
- Prepared monthly board packets, scheduled committee meetings, and planned the annual board retreat for the Library Board of Trustees
- Along with the Library Director, Board of Trustees, and Library Friends & Foundation, took the lead in conceiving, planning and executing special events
- Supported recurring events including the Library Festival, Summer Reading, and tabling at various community events
- Scheduled, created and distributed leadership and all staff meeting agendas and minutes
- Assisted with staff programs, events, and meetings by arranging for facilities, caterers, coordinating speakers, planning logistics and managing event budget
- Assisted with office supply inventory
Administrative Assistant
Hudson County Community College
09.2022 - 05.2022
- Responded to phone and email inquiries; processed paperwork; coordinated department calendars and scheduled appointments for the Dean; maintained personnel and vendor files with accurate records of budget expenditures
- Managed library purchasing, requisitions and distribution of items under direction of the Dean and in partnership with other college departments
- Monitored balances and expenditures; maintained all accounts receivable and payable for the library
- Reconciled entries with expenditure spreadsheets
- Prepared preliminary budget estimates and assisted with regular reports and annual operating budget justifications
- Supported librarians with purchase requests, orders and communication with vendors
- Assisted with planning, promotion, and execution of library sponsored programs and events
- Provided administrative support for library search committees; ensured confidentiality of information
- Scheduled departmental and interdepartmental meetings
- Compiled meeting agendas and distributed staff meeting minutes
- Handled travel reimbursements and made travel arrangements for departmental staff
- Initiated facilities work orders and oversaw their completion
- Oversaw inventory supply for the two campus libraries
- Served as the co-chair of the library’s Social Media Committee
- Created flyers to promote the library's programs and services
Administrative Assistant
Arts on the Hudson
07.2017 - 08.2019
- Responsible for the day-to-day operations at a growing non-profit
- Prioritized projects, anticipated needs, and contributed to the company’s expansion
- Assisted in drafting and editing documents, such as memos, reports, and correspondence
- Maintained and updated spreadsheets for budgets, expenses, supply archives, and special projects
- Recorded and distributed meeting minutes
- Facilitated interdepartmental communication by introducing Slack software, thus increasing collaboration and efficiency
- Helped coordinate the annual Arts on the Hudson Festival
Education
Bachelor of Arts - Psychology
New Jersey City University
Jersey City, NJ05.2017
Skills
- Superior interpersonal and communication skills
- Organizational Skills
- Calendar Management
- Proficient in Adobe Acrobat
- Proficient in Google Workspace
- Graphic Design Using Canva
- Project Coordination
- Sound Discretion and Adaptability
- Experienced with Slack Communication
- Dedication to Diversity, Equity, and Inclusion
- Strategic Workforce Planning
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
Timeline
Chief of Staff
Hoboken Free Public Library
01.2023 - Current
Administrative Assistant
Hudson County Community College
09.2022 - 05.2022
Executive and Development Assistant
Hoboken Public Library
09.2022 - 12.2023
Administrative Assistant
Arts on the Hudson
07.2017 - 08.2019
Bachelor of Arts - Psychology
New Jersey City University
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