Ruth Estevez
Cutler Bay,FL
Summary
Bilingual Executive Assistant & Office Manager | Trusted Confidant | High level of organizational skills for multi-tasking, detail oriented and prioritizing. Ability to work well with others on all levels, with an emphasis on group achievement. Represents diplomacy, dependability, flexibility, and professionalism. SHRM UM Certificate Achievement. Fluent in Spanish - written and verbal. Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy.
Overview
26
26
years of professional experience
1
1
Certification
Work History
Donor Relations Coordinator
East Ridge Retirement Village
04.2022 - Current
- Strategic Support: Collaborate closely with Regional Exec Dir., to formulate and execute strategic initiatives, ensuring alignment with overall company goals
- Overseeing projects from conception to completion
- Communication: Act as the central point of contact between Executives, senior leaders, and resident council
- Handle project escalations and ensure swift resolution
- Ensures executives are prepared for meetings and/or presentations and are kept abreast of important information prior to any meetings or conference calls
- Point person for village residents and associates
- Project Management: In areas including HR and Resident Council (policies, procedures, managing facility licenses, vendor contracts, facility hurricane guide and resident handbook)
- Assist residents with organizing events
- Travel & Calendars: Assist Executives with their daily calendars and travel plans
- This also includes reconciliation of expense reports and corporate business cards
- Set up calendar invitations/meetings and accepts/declines meeting requests on their behalf
- Prioritizes meetings for executives to include the rescheduling and/or cancellation of other high-level meetings
- Corporate Advisory Board: Assists in preparing Executive Report for the Board of Directors meetings
- Taking minutes and executing all logistics from beginning to end
- Assist Board of Director with any administrative services
- Call Center Supervisor: Provide receptionist level training and manage the call center department.
- Enhanced donor engagement by implementing personalized communication and acknowledgment strategies.
- Assisted in developing annual budgets focused on achieving ambitious fundraising goals while maintaining cost efficiency in operations.
- Managed key relationships with donors through regular updates, reports, and timely acknowledgments.
- Coordinated cross-functional initiatives involving marketing, development, and program teams for cohesive donor messaging.
- Organized successful donor events, fostering a sense of community and enhancing long-term support.
- Created donor recognition programs to drive engagement.
- Maximized donation revenue by efficiently managing gift processing and ensuring accurate recordkeeping.
- Partnered with finance department to ensure accurate reconciliation of gifts and pledges with accounting records.
- Successfully negotiated client contract renewals to create increased revenue.
Executive Marketing Assistant
The Everglades Foundation
01.2019 - 01.2021
- Provided high-level administrative support to the CEO and Executive Leadership team in coordinating daily office operations as directed
- Managed calendars and schedules for Chief Executive Officer, Chief Operating Officer, and Vice Presidents providing immediate and detailed updates, as needed
- Served as liaison and point of contact among executives, directors, and external partners to manage flow of important information in a timely and accurate manner
- Coordinated travel arrangements, prepared itineraries, and planned logistics for trips, meetings, and events
- Briefed and coached the CEO prior to appointments, meetings, asks, and press conferences, by providing him with informational materials pertaining to topic, prospect, or lead
- Managed, prepared, and reconciled expense reports and corporate credit card statements for CEO and myself presenting it to the Board Chair for approval on a timely basis
- Managed all office expenditures including all organization purchases and ongoing payments for services
- Supported Director of Board & Employee Relations in processing new hire paperwork, onboarding, and maintaining Human Resources files.
- Coordinated successful trade shows and events, increasing brand exposure and generating valuable leads for sales teams.
- Played a key role in coordinating partnerships with external agencies/vendors ensuring smooth execution of various outsourced projects.
- Managed internal communications initiatives to ensure consistent messaging across departments.
- Assisted executive leadership in preparing impactful presentations for board meetings or investor pitches.
- Increased lead generation with targeted email marketing efforts and social media promotions.
- Input new data, updated old records and cross-checked information to keep marketing database up-to-date.
- Proofread marketing collateral ahead of printing to eliminate errors.
- Filed paperwork and organized computer-based information.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Updated and maintained confidential databases and records.
- Worked with senior management to initiate new projects and assist in various processes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Took notes and dictation at meetings.
- Coordinated events and worked on ad hoc projects.
- Created and managed office systems to efficiently deal with documentation.
- Volunteered to help with special projects of varying degrees of complexity.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Led staff and vendors in providing high level of service for owner and guests.
Office Supervisor
University of Miami- School
01.2017 - 01.2019
- Support Area Director and Resident Faculty of 25
- Managed general office operations of residential college by assisting area director, resident faculty and supervising a group
- Resident Assistants and Desk Assistants at one of the largest dorms at the University of Miami
- Assist the Area Director with day-to-day tasks of running a dorm and its residing students
- Administered budget and financial operations using WorkDay
- Prepared reports and correspondence for Area Director
- Hired, trained, and supervised desk staff
- Reviewed and submitted timesheets, as well as conducting performance evaluations of student workers.
- Supported a positive work culture that prioritized teamwork, professionalism, continuous learning opportunities.
- Provided exceptional customer service by addressing client inquiries promptly and professionally.
- Monitored and evaluated personnel performance to complete annual reviews, recommend advancement, or address productivity concerns.
- Enhanced staff productivity with consistent performance evaluations and regular feedback.
- Boosted overall office efficiency with appropriate task delegation and workload distribution.
- Assisted in recruiting top talent by conducting interviews, reviewing resumes, and making hiring recommendations to upper management based on candidate qualifications.
- Resolved personnel issues quickly by mediating conflicts and fostering open communication among team members.
- Evaluated current office procedures, identifying areas for improvement, and implemented necessary changes to optimize workflow efficiency.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Upheld strict confidentiality standards when handling sensitive information or documentation.
- Implemented effective employee recognition programs that increased morale and motivation within the team.
- Ensured timely completion of projects by monitoring deadlines and setting clear expectations for team members.
- Reduced operational costs through careful budget management and resource allocation.
- Oversaw the onboarding process for new employees, ensuring proper training was provided for seamless integration into the team.
- Facilitated smooth communication between departments, promoting collaboration and problem-solving efforts.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Monitored front areas so that questions could be promptly addressed.
Office Manager
UM Wesley Foundation
01.2010 - 01.2017
- Provided administrative assistance and supported Executive Pastor with student religious services and programs
- Acted as property manager with the upkeep of building which consisted of worship center, gathering place, office, and dorm by making sure everything pertaining to the building was in working order
- Assisted pastor with arrangement of mission trips with the students who participated within the church
- Utilized QuickBooks to pay all vendors
- Reconciled credit card statements.
01.2006 - 01.2010
- Voluntarily withdrew from the workforce to stay at home for family.
Executive Assistant
Knight Ridder
01.1999 - 01.2006
- Provided executive level administrative support to Chief Financial Officer, GM of Finance and HR Director
- Assisted with managing multiple calendars and schedules
- Organized all travel arrangements including flights, hotels, and transportation
- Assisted with quarterly board meetings
- Reconciled credit cards and expense reports.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
Education
Associate of Arts - Business Administration
Miami Dade College
MiamiSkills
- Notary Public, State of Florida
- MS Office Suite
- Office Management and Supervisory Skills
- Nonprofit experience
- Prospect Research
- Donor Stewardship
- Fundraising strategies
- Problem-Solving
- Time Management
- Attention to Detail
- Multitasking
- Reliability
- Excellent Communication
- Organizational Skills
- Effective Communication
- Adaptability and Flexibility
- Goal Setting
- Staff Management
Websites
Certification
- Society of Human Resources Management (SHRM) Certificate, University of Miami
- Certificate, Church Finance Administrator, Emory University Candler School of Theology
Accomplishments
- Supervised team of 16 staff members.
Languages
Spanish
Native or Bilingual
Timeline
Donor Relations Coordinator
East Ridge Retirement Village
04.2022 - Current
Executive Marketing Assistant
The Everglades Foundation
01.2019 - 01.2021
Office Supervisor
University of Miami- School
01.2017 - 01.2019
Office Manager
UM Wesley Foundation
01.2010 - 01.2017
01.2006 - 01.2010
Executive Assistant
Knight Ridder
01.1999 - 01.2006
Associate of Arts - Business Administration
Miami Dade College
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