Rebecca Polanco
San Antonio,USA
Summary
Dynamic Executive Administrative professional with multiple years of experience in the social sector, including over 11 years dedicated to supporting C-Level executives. Expertise in executive coordination, change management, board relations, and office administration driving operational efficiency and enhances organizational effectiveness. Proven ability to foster strategic planning, and resource management to achieve key objectives. Recognized for adaptability and reliability in fast-paced environments, complemented by strong communication, problem-solving, and leadership skills that ensure seamless support and optimal outcomes for all stakeholders.
Overview
23
23
years of professional experience
Work History
PT Administrative Coordinator (Career Break)
Contractor - (REMOTE)
03.2025 - Current
- Contracted services for San Antonio Community Resource Directory (SACRD.org)
- Board liaison function: coordination, communication and committee charter design
- Event coordination: board meetings, luncheons
- Calendar management for President/CEO, meeting scheduling cross county leaders and community care organizations
- Bloomerang data migration project
- Candid profile update project
- Candid Seal update project
Executive Assistant to Chief Economic Development Officer
Greater:SATX (Hybrid)
06.2023 - 02.2025
- Serve as gatekeeper for the Executive. Provide administrative support including: calendar management, composing emails, creating a process to organize tasks, credit card reconciliation, expense reimbursement and prepared travel logistics and itineraries for both domestic and foreign travel.
- Manage preparation and logistics for Advisory Board Council meetings
- Manage stakeholder relations management including Executive Board Committee member touchpoints
- Salesforce entry of touchpoints and budgetary items
- Ensure that all due outs meet Executives expectations prior to hitting desk
- Worked closely with event activation team as needed to support hosting of Executive from overseas
- Collaborate with 2 other EAs, Chief of Staff and Chief of Administrative Officer Staff to ensure enterprise wide cohesiveness
- Point of contact for facilities piece of office coordination and management
- Departmental Point of Contact for office expansion and construction project
Administrative Services Manager
Project QUEST, Inc. (Hybrid)
10.2021 - 05.2023
- Company Overview: San Antonio, TX (non-profit organization, workforce and economic development; training and education)
- Continued to provide high level support to Pres/CEO and Board of Directors to optimize effectiveness. Organizes executive team monthly and quarterly meeting cadence.
- In addition: manages external third-party vendor relationships including IT, PEO, Xerox and building facilities department to ensure quality service is delivered to support the organization as a whole. Oversee procurement of office supplies, technology, and furniture to support the employee experience. Produces a plan for external events to promote learning, teamwork and professional development. Performs HR generalist function and manages employee onboarding/offboarding activities to include setting up access to tools, accounts, and policy documents. Provides leadership to staff morale ambassadors to optimize purpose and scope.
Executive Assistant to Pres/CEO & Board Liaison
Project QUEST, Inc (Hybrid)
06.2017 - 09.2021
- Partnered with the new President/CEO two months into his new role to execute new vision and strategic objectives and navigate through change management. Served as gatekeeper, managed calendar and email account, prepared communication pieces, organized all details and logistics for meetings with City leaders and key constituents (approx. 90+ meetings in first 90 days), as well as, travel itinerary details.
- Responsible for keeping the CEO organized with a clear line of sight of what the day, week and month held. As a member of the leadership team, contributed to weekly meetings and provided feedback on organizational-wide health. Provided a sounding board to CEO during weekly brainstorming sessions.
- Served as board liaison to an 18 member board (C level Execs and community leaders including the Mayor). Responsible for all logistics, board book preparation, powerpoint presentations and the dissemination of all communication from the CEO and Board Chair to the full board. Captured board minutes and coordinated logistics for planning retreats. Maintained a professional rapport with each board member. Partnered with CEO to establish a new governance structure including designing a committee structure and establishing committee charters.
- Organized key employee events including monthly Town Halls, employee appreciation events, and community give back serving opportunities. Was project manager for an internal office move (including new furniture and redesign of offices assigned).
- Played an integral role in the execution of a successful office relocation during the peak of the Covid Pandemic while ensuring the health and safety of a 25 member staff that later scaled to 44 team members.
Executive Assistant to Executive Director
Westover Hills Assembly of God
03.2016 - 08.2017
- Company Overview: San Antonio, TX | 6,000 member megachurch, 3 campuses
- Worked in close tandem with 3 other EAs to provide company-wide perspective and support. Attended Executive Team meetings and provided feedback on how decisions would impact the organization as a whole, identifying gaps and collaborating on how to build a better Westover. Guardian of culture. Synergized all aspects of leadership, culture, vision, growth, and accountability for all departments. Collaborated with Executive Team, pastors, directors and support staff to promote leadership culture and ensure accountability and alignment to organizational structure.
- Served as gatekeeper to Executive Team Member. Provided administrative support including: calendar management, credit card reconciliation, and prepared travel logistics and itineraries. Prepared ad hoc reports to measure effectiveness of program initiatives. Carried out project management and served as a portal for deliverables to ensure due outs align with Executive’s expectations. Was a sounding board for Exec. during brainstorming sessions.
- Created PRs and POs through a central purchasing system utilizing Intacct. Managed two departmental credit cards. Ordered office supplies, curriculum, and event supplies. Maintained document sharing on SharePoint.
- Prepared communications pieces, proofreads/edits executive correspondence and disseminated communication to teams of 10 – 60 and congregation members.
- Managed 1 direct report and provided oversight of 3 departmental Administrative Assistants. Responsibilities included cascading company-wide training and Executive directives as it applied to the role they play, 1:1 weekly meetings, timekeeping, delivering employee reviews and ensured opportunities for professional development.
- Performed new hire interviews, onboarding of new hires, and the training of volunteers on user interface with database. Built new workflows and enhanced processes to support growth of organization.
- Project Management
- 2 church-wide conferences, August 2016 & February 2017: led team in executing Executive’s directives in collaboration with Events department on details surrounding logistics, registration, ordering of supplies, commemorative t-shirt production and distribution, volunteer recruitment and management, supported public relations and logistic execution the day of event. 500 and 900 in attendance.
- Supported Executive Team member in his dual role as Site Director of SAGU SA School of Ministry consisting of online courses and an internship opportunity at the local site. Served as a sounding board and strategized with Executive on build out of program. Fostered student communication and relationship, orientation, record-keeping, and served as liaison between local site and SAGU Home Office.
Talent Management Coordinator
Tesoro Oil & Gas
10.2015 - 03.2016
- Company Overview: San Antonio, TX
- Temporary contract assignment in Human Resources through Tri-Starr Personnel
- Supported coordination of leadership development workshops for employees including Supervisors, Frontline Managers and Team Leads. Reserved rooms, catering, organized curriculum printing needs, set up video student/coach conference sessions, tracked registrant participation, sent Pre-Work to students and monitored submission, and sent out post workshop surveys.
- Worked under the direction of the Inclusion and Engagement Specialist to execute the 2015 Tesoro Employee Engagement Survey using the IMB Kenexa Survey Resource by gathering data and preparing company-wide compilation reports for Executive Team Members.
Executive Assistant to CEO
Heroic Media
02.2014 - 06.2015
- Company Overview: Austin, TX (National multi-media marketing company)
- Supported the founder and president by setting up board meetings, composing executive memos, maintaining a complex outlook calendar, screening emails and calls, scheduling executive travel, setting up phone and video conferences with board members, and disseminating president communication to staff members. Captured Board Meeting Minutes and prepared Board Member Reports.
- Served as a Donor Relation Assistant to the president by prompting timely relational touch points throughout the year such as phone calls, thank you cards and emails that fostered relationship. Researched donor and foundation criteria to identify matching interests, assisted with donor identification, cultivation, stewardship, and appreciation. Carried out Christmas card and gift projects that expressed appreciation to constituents and program partners.
- Composed grant proposals, content for social media/print material, year-end reports, proofread and edited print ad and social media content, composed acknowledgement and quarterly update letters.
Admin. Support Associate
Victory Austin
05.2009 - 01.2014
- Company Overview: Austin, TX (1,000 member multi-cultural church, private Christian school K-12th, early learning center)
- Receptionist “gatekeeper”- greeted visitors and connected them with appropriate staff member, answered switchboard phone, data entry, processed weekly reports, performed bookstore and coffee shop manager duties - reconciling cash till, vendor management, marketing displays, training volunteers, and adhering to annual departmental budget.
- Collaborated with team of 8 on various aspects of a total of 10 Women’s Conferences – from planning to executing, volunteer management, and community outreach facilitation. Fostered donor and community relationships, grant writing, composed thank you letters, created volunteer schedules for 3 departments, maintained database software, and led direct bulk marketing mailer projects.
Assistant Community Manager at various properties
Multi-Family Management Industry
01.2003 - 01.2009
Education
B.A. - Communications
University of Arizona Global Campus
Tucson, AZ11-2025
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Southwest Texas State University
01.1998
Skills
- Microsoft Office 365 Suite
- Google Workspace
- Adobe
- Asana
- Salesforce
- Bloomerang
- ZOOM
- Canva
- ChatGPT
- Fathom AI Notetaking
- Bilingual (Conversational Spanish)
Other
Timeline
PT Administrative Coordinator (Career Break)
Contractor - (REMOTE)
03.2025 - Current
Executive Assistant to Chief Economic Development Officer
Greater:SATX (Hybrid)
06.2023 - 02.2025
Administrative Services Manager
Project QUEST, Inc. (Hybrid)
10.2021 - 05.2023
Executive Assistant to Pres/CEO & Board Liaison
Project QUEST, Inc (Hybrid)
06.2017 - 09.2021
Executive Assistant to Executive Director
Westover Hills Assembly of God
03.2016 - 08.2017
Talent Management Coordinator
Tesoro Oil & Gas
10.2015 - 03.2016
Executive Assistant to CEO
Heroic Media
02.2014 - 06.2015
Admin. Support Associate
Victory Austin
05.2009 - 01.2014
Assistant Community Manager at various properties
Multi-Family Management Industry
01.2003 - 01.2009
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Southwest Texas State University
B.A. - Communications
University of Arizona Global Campus