LOURDES S. GARCIA
Manager
Chicago,IL
Summary
Driven and resourceful administrative professional with 20+ 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.
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes. Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy. To seek and maintain full-time position that offers professional challenges utilizing interpersonal skills, excellent time management and problem-solving skills.
Overview
39
39
years of professional experience
3
3
years of post-secondary education
Work History
Facilities Manager / Executive Assistant
Clerk of the Circuit Court
12.2020 - 12.2024
- Work with the Associate Clerk to develop office-wide facilities management projects and policies for Clerk’s Office.
- Served in a confidential advisory role related to facilities management operations including but not limited to space allocation and usage, environmental security, and response to COVID.
- Work daily with confidential and sensitive documents related to environmental safety and security, space allocation and usage, and employee health and safety.
- Provide strategic support and assist the management team with achieving short and long-term goals.
- Identify improvements and adjustments to operational procedures in line with mission and goals, and develop plans to implement improvements,
- Conduct weekly meetings with the management team to provide direction and status of ongoing objectives.
- Conducted regular inspections of physical assets, identifying areas for repair or replacement before issues escalated into costly problems.
- Responded to building emergencies and managed repairs.
- Investigated problems and determined appropriate remedies.
- Improved facility efficiency by implementing preventive maintenance plans and streamlining work order processes.
- Evaluated facility operations and personnel for safety and health regulations compliance.
- Coordinated events setup and teardown effectively, ensuring minimal disruption to regular facility operations.
- Established emergency response procedures, effectively managing crisis situations with minimal disruption to operations.
- Coordinated with cleaning and janitorial services to keep facility clean and presentable for occupants.
- Managed parking and transportation systems by monitoring parking areas and transport services to promote easy accessibility for occupants.
- EXECUTIVE ASSISTANT
Clerk of the Circuit Court of Cook County, Chicago, IL, | Dec 2020 – Dec 2024
Perform executive functions as directed by the Chief of Staff. - Manage the flow and processing of correspondence to and from the Executive Staff.
Prepare purchase orders. - Coordinate weekly senior executive staff meetings, prepare agendas, and maintain records of all meetings.
- Follow up with senior management on assignments and projects directed by the Chief of Staff.
- Maintain confidentiality of all documentation, meetings, and communication.
- Coordinate special projects for employees’ participation with internal committees.
- Assisted on projects with HR; prepared and entered FMLA letters, prepared packets for new trainees, created new files for employees, organized files and Court Operations; assisted with court conversions on Odyssey to a new system.
Manager of Visitor Experience
National Museum of Puerto Rican Arts & Culture
01.2017 - 12.2020
- Ensure galleries are ready for opening each day in accordance with NMPRAC guidelines
- Develops and oversees implementation of visitor services policies and procedures
- Facilitates positive and effective communication with museum guests, including providing information about programs and services and resolution of questions or concerns.
- Accomplished multiple tasks within established timeframes.
- Maintained professional, organized, and safe environment for employees and patrons.
- Led change management initiatives to drive organizational transformation without compromising employee morale or productivity levels.
Project Coordinator
DSR Group, Inc., Ameresco/UIC Project
12.2014 - 01.2016
- Prepared correspondence such as request for information, transmittals, and submittals.
- Responsible for maintaining request for information and submittal log.
- Downloaded submittals to UIC FTP website for contractors to review.
- Maintained T&M records of contractors and prepared waiver application for contractor payment.
- Kept projects on schedule by managing deadlines and adjusting workflows.
- Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
- Liaised between departments to facilitate communication and keep appropriate parties updated on project developments.
- Prepared meeting agendas and minutes for distribution and record keeping.
- Created job files for each project and maintained current data in each file.
- Maintained database and spreadsheets with accurate inventory and status.
- Established rapport and engaged with stakeholders to build lasting professional relationships.
- Facilitated training sessions on project management software, increasing team competency and efficiency in task management.
Chief of Staff
Commissioner Edwin Reyes Office
01.2009 - 12.2014
- Responsible for managing day-to-day operations
- Liaison between the Commissioner and constituents, community-based organizations, schools, religious institutions, senior centers, elected officials, City, State & County and local government offices
- Coordinated and organized various events including Property Tax Workshops, Veterans Benefits & Employment Fair, Vaccine & Microchip Clinic, Back To School Fairs, and Shredding & Recycling Event.
- Attended meetings to make informed business decisions, provide administrative support and evaluate progress toward goals and objectives.
- Supervised staff and participated in hiring, training and performance evaluations to establish and enforce policies and procedures for business functions.
- Facilitated productive meetings by creating well-organized agendas and ensuring clear communication of objectives.
- Played pivotal role in shaping company culture, initiating programs that boosted employee engagement and morale.
- Coordinated office events, seminars and meetings for staff and clients.
- Oversaw appointment scheduling and itinerary coordination for both the Commissioner and personnel.
- Created an organized filing system to manage office documents.
- Organized and updated databases, records, and other information resources.
Office Manager
AKZ, LLC
01.2006 - 01.2009
- Managing day to day operations
- Responsible for billing and invoicing clients, registering firm’s lobbyist, and sending out zoning notices to the public
- Coordinated public meetings with elected officials and community groups.
Director of Special Projects
35th Ward, Alderman Rey Colón’s Office
01.2003 - 01.2006
- Plan & coordinate fundraising events
- Coordinate intern and volunteer activities
- Development of 35th ward database
- Manage day-to-day operations of the 35th ward office.
Manager of City Services
Chicago Alternative Police Strategy (CAPS)
01.1998 - 01.2002
- Identify, review and monitor City service requests and activities to ensure the efficiency of program operations between City departments, social service agencies, police districts and Government agencies
- Develop effective strategies to improve the interest of neighborhood groups
- Conduct presentations to neighborhood, business and social service organizations seeking access to community programs and services
- Generated and deliberated analytical data reports on open and closed City service activities by wards and districts
- Reviewed and delivered resources obtainable to the improvement of city neighborhoods
- Coordinated work efforts of City departments, police, and community leaders to implement strategies that address community needs
- Coordinate SunTRACK training for the Police Department with 311 City Services
- Liaison for the Chicago Alternative Policing Strategy (CAPS) citywide.
Manager, Community Service Representatives
Mayor’s Office of Inquiry & Information
01.1993 - 01.1998
- Supervised 14 employees assigned to identify, review and monitor City service requests
- Initiated comprehensive tactics to ensure the completion of outstanding service request
- Produced resources, workshops and seminars to troubled programs and services
- Organized groups and communities to adopt, preserve, protect and strengthen the quality of life in Chicago’s neighborhoods
- Liaison between City Departments and Governmental Agencies to assist and resolve outstanding service requests
- Compiled and reviewed data needed for monthly summary reports.
Administrative Assistant III
City of Chicago, Department of Aviation
01.1986 - 01.1993
- Assistant to the Deputy Commissioner of Property Management
- Formulated and implemented government policies
- Developed, and coordinated executive concession programs
- Assisted in research projects and recorded management reports
- Recruited vendors and provided technical assistance for the City’s Minority and Women-Owned Business Enterprise program (MBE/WBE)
- Reviewed proposals and background of vendors to guarantee proper documentation and compliance to the Commissioner
- Monitored City vendors for compliance with Equal Employment Opportunity and Affirmative Action.
Education
BGS (Bachelor of General Studies) - Organizational Management
North Park University
Chicago, IL 01.2000 - 12.2002
Skills
- Executive/Administrative Support
- Office Management
- Strong Problem Solver
- Schedule & Calendar Management
- Meticulous attention to detail
- Information confidentiality
- Interpersonal Communication
- Professional and mature
- Meeting planning
- Excel spreadsheets
- Document Preparation/Proofreading
- Advanced MS Office Suite
- Project Planning
Accomplishments
- Planned corporate meetings, lunches and special events for groups of [Number]+ employees.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Collaborated with team of [Number] in the development of [Project name].
- Achieved [Result] through effectively helping with [Task].
Affiliations
- 01/01/2017, Present, Friends of Logan Square Library, Committee Member (Volunteer)
- 01/01/2015, Present, Community Emergency Response Team (CERT), Certified/Volunteer
- 01/01/2013, 12/31/2015, Borinqueneers, Committee Member
- 01/01/1999, 12/31/2001, Commissioner Maldonado’s Senior Health & Government Fair, Chairperson
- 01/01/1996, 12/31/2002, Puerto Rican Police Association, Associate Member
- 01/01/1998, 12/31/2002, Life Directions Inc., Board Member
- 01/01/1999, 12/31/2002, Cook County Hispanic Advisory State’s Attorney’s Office, Committee Member
- 01/01/1989, 12/31/2001, City of Chicago - Viva Chicago Committee, Committee Member
- 01/01/1991, 12/31/1996, Aspira of Illinois, Board Member, Chairperson 94-96
Relevant Experience
Accomplished professional with more than 30 years government experience, knowledge in the areas of program management, social services, fundraising, planning & events, and community organizing. Bilingual in English and Spanish. Ability to direct complex projects from concept to fully operational status with a strong background in government. Goal-oriented individual with strong leadership capabilities, organized and detail-directed problem solver. Trained, supervised and evaluated full-time staff; including interns and volunteers. Working knowledge and understanding of QuickBooks, Microsoft Office Software, (Excel, Power Point, Publisher, Outlook). Organized and led community planning meetings with elected officials, department heads, social service agencies and residents to address community concerns, outreach initiatives and fundraising opportunities.
Languages
Spanish
Native or Bilingual
Timeline
Facilities Manager / Executive Assistant
Clerk of the Circuit Court
12.2020 - 12.2024
Manager of Visitor Experience
National Museum of Puerto Rican Arts & Culture
01.2017 - 12.2020
Project Coordinator
DSR Group, Inc., Ameresco/UIC Project
12.2014 - 01.2016
Chief of Staff
Commissioner Edwin Reyes Office
01.2009 - 12.2014
Office Manager
AKZ, LLC
01.2006 - 01.2009
Director of Special Projects
35th Ward, Alderman Rey Colón’s Office
01.2003 - 01.2006
BGS (Bachelor of General Studies) - Organizational Management
North Park University
01.2000 - 12.2002
Manager of City Services
Chicago Alternative Police Strategy (CAPS)
01.1998 - 01.2002
Manager, Community Service Representatives
Mayor’s Office of Inquiry & Information
01.1993 - 01.1998
Administrative Assistant III
City of Chicago, Department of Aviation
01.1986 - 01.1993
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