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HELEN KOWALCZYK 59 W. 64TH AVENUE, WESTMONT, IL 60559 (708) 415-4690 * hkd2a8f4@westpost.


ADMINISTRATIVE SUPPORT SERVICES OFFICE MANAGEMENT PROFESSIONAL who is the backbone of a department/division to get things done efficiently by assisting the supervisor and other staff to meet their objectives. Proactive and organized team player with experience in administrative operations, general office management, event coordination, affinity program, project management, vendor management, and member relationships in large, non-profit organization. Reputation for attention to detail and reliability and consistently meets deadlines in fast-paced situations.


- Database Management - Financial & Office Administrative Support - Mass Mailings & Distribution - Budgets & Forecasting - Meeting Support & Event Management - Executive & BOD Support - Staffing & Supervision - Research & Analysis / Report Generation - Office Supply Management - Accounting - Member Relations / Banking Relations - Staff Training & Mentoring COMPUTER SKILLS: Windows, MS Office, Word, Excel, PowerPoint, Lotus, Lawson, CGI, GroupWise

PROFESSIONAL EXPERIENCE LIONS CLUBS INTERNATIONAL, Oak Brook, IL (international headquarters) 1982 to 2009 One of the largest service organizations worldwide with 1.4 million members and 44,000 clubs. Annual revenues of $50 million, 300 headquarters' employees, and 4 distribution centers (Orient, Asia, and Europe).

ASSISTANT OFFICE MANAGER & PRODUCTION MANAGER a" 3/2005 to 2009 * Administered budget preparation, reporting, scheduling and

production for meetings and mass mailings in member-driven organization. Supervised and trained temporary staff and employees. Served as first point-of-contact with vendors and affinity program contacts. Support fundraising campaign that raised over $200 million.

* ACCOUNTING: Prepared and tracked $3 million department budget, including daily travel expense auditing for 193 global coordinators and field staff. Submitted quarterly forecast changes for approval to Treasurer. Prepared, reviewed and approved invoices and expense reimbursements.

* MASS MAILINGS: Oversaw production and international distribution via email and courier of time-sensitive materials: letters, brochures, posters, and informational DVDs and CDs. Interfaced with outside vendors for translation of materials in 11 languages, as well as bulk printing, to meet short deadlines.

* SUPERVISION & TRAINING: Hired, supervised, and trained temporary staff over a three year period to efficiently and accurately sort and collate materials (i.e.,350 to 525 binders) for multiple mass mailings.

* OFFICE SUPPLY MANAGEMENT: Streamlined and maintained meeting and office supplies plus awards inventory for 12 staff through careful analysis and cost-saving purchase requests.

* PROBLEM-SOLVING: Took initiative to resolve potential crisis. Persuaded DVD production vendor to ship 200 DVDs via overnight courier to Japan to meet deadline. Initiated process for online posting of translations by outside vendor to speed review and approval for rush print jobs.

* EVENT MANAGEMENT: Arranged meeting room set-up, negotiated contracts for food and beverage (F&B), and hotel accommodations for 100 attendees of quarterly meetings.

EXECUTIVE ASSISTANT TO TREASURER (CFO) a" 2002 to 2005 Provided financial and office administrative support for Treasurer and interfaced with Board of Directors (BOD), 11 Division Managers, Department Managers, and 300 headquarters staff.

* BOD MEETINGS: Verified and prepared board agendas and supporting materials for 24 Board meetings (3 annually). Oversaw timely distribution of backup materials to members of Audit and Finance committees.



* BUDGETS & FORECASTING: Prepared and monitored millions of dollars of budgets for Treasurer's Office, Division Administration, overseas Fiscal Agents, and non-dues revenues. Prepared quarterly forecast updates with approval of Treasurer. Given sign-off authority for purchase requisitions.

* MEMBER RELATIONS: Formulated questions for member survey of association benefits which garnered 11% response rate. Screened member calls, referred to appropriate departments, and resolved member complaints and questions with patience and professionalism.

* BANKING RELATIONS: Served as first point-of-contact (POC) with 57 banks worldwide via telephone, emails, correspondence and faxes (often with translator assistance). Maintained stable relationships with bank personnel, and submitted and verified required regulatory documentation and signatory changes.

* VENDOR MANAGEMENT: Played key role as primary intermediary with vendors including MBNA America, Bank of Montreal, Hertz Car Rental,, and Hickory Farms. Reviewed vendor programs and services for suitability as member benefit. Collaborated with legal department on contract negotiations.

* AFFINITY PROGRAM COORDINATION: Consulted with MBNA America on affinity program promotions, mailings, and telemarketing scripts for Lions MasterCard and Certificates of Deposit (CDs). Reviewed MBNA brochures for inclusion in new member packages. Tracked royalties from affinity credit cards.

* EXPENSE TRACKING: Prepared fiscal year analyses and Excel reports of revenue and expenses by country and geographical areas for BOD using Lawson system. Monitored expenses associated with officers' MBNA MasterCard accounts and resolved account queries from bank, such as overseas spending.

* GENERAL OFFICE: Audited and tracked monthly invoices from international offices and vendors, and drafted correspondence to members, banks, and vendors. Maintained database, scheduled meetings, and led special projects for Treasurer. Provided administrative support for 19 international conventions.

ADMINISTRATIVE ASSISTANT TO FINANCE MANAGER a" 1989 to 2002 Provided executive management support to Finance Manager, BOD, and 4 Department Managers.

* ACCOUNTING: Accurately prepared reports with commentary based on year-end revenue and expenses. Oversaw multiple translations, printing, and worldwide distribution. Administered banking wire transfers.

* AFFINITY PROGRAM: Managed affinity program correspondence and

royalty revenue updates. Coordinated with MBNA on mass mailings to Lion members, as well as advertisements in THE LION Magazine.

* TRAINING: Conducted training for 35 staff on office procedures and equipment, as well as best practices and shortcuts for using Word and Excel. Served as go-to person for office skills training and support.

* TECHNOLOGY SUPPORT: Assisted in transition to Lawson Accounting software for accounts payable and receivable, procurement, and supply chain, CGI for database management, and GroupWise email.

* MEETING MANAGEMENT: Contributed to smooth-running international conventions and meetings by assisting with event logistics and planning, reservations, conference room set-up, and scheduling.

* PROJECT MANAGEMENT: Oversaw compilation and distribution of correspondence to District Governor-elects (DGEs) and District Treasurers. Monitored club balances and prepared expense reimbursements.


EDUCATION & TRAINING ASSOCIATES DEGREE, ACCOUNTING a" Triton College1, River Grove, IL a" June 2000 PROFESSIONAL DEVELOPMENT: Office Management and Productivity, Business Writing, Assertiveness Training, and Software Applications including Access, Lotus, and all levels of Word and Excel.

Volunteer with PADS and Lions Club member