Administrative Assistant with over 10 years experience
Resume:
ERICA J EASON
Memphis, TN *****
*******@*****.***
EXPERIENCE/RESPONSIBILITIES:
Development, Marketing, & Community Relations Administrative Assistant
Common Table Health Alliance
Memphis, TN 05/2017- 06/2017
Development:
*Maintain donor records
*Manage donor acknowledgements and tax receipts
*Maintain grant records, progress, opportunities, timelines, and key contacts
*Manage individual and corporate prospects list
*Coordinate the direct mail process
Marketing:
*Maintain the website and the social media calendar
*Maintain inventory of marketing materials
*Manage vendor relationships
*Maintain the database (Constant Contact)
*Manage the Media Contact List
*Maintain the PR binder
*Create and edit correspondence, speeches, articles, and reports
*Create reports on engagement with core demographic
Community Relations:
*Assist in special events logistics
*Maintain RSVP and VIP correspondence and submit reports regularly
*Manage sponsorship benefits package
*Coordinate post event next steps, including thank you notes, pending invoices, and meeting schedules
Donor Relations Coordinator
Hattiloo Theatre
Memphis, TN 04/2016- 07/2016
*Manage the support group for the theater- Whitman Sisters
*Manage the database (eTapestry) and reconcile with the Finance coordinator
*Manage small donor campaigns, creating a fundraising calendar
*Work with Events department to manage donor appreciation events
*Work with fundraising committee to manage fundraisers
*Work with the Volunteer/Intern coordinator to train as many volunteers as deemed
necessary
*Serve as contact for all donor concerns
*Engage sponsors and donors
* Oversee organization of fundraiser events
Program Coordinator/Instructor
The Dandridge Companies/ W.E.B. du Bois Consortium
Memphis, TN 08/2014- 05/2015
*Created the Elementary Entrepreneurship Program for the W.E.B. du Bois Elementary of Entrepreneurship.
*Created the curriculum and lesson plans for grades K-5
*Maintained the supply list by creating an inventory database in Excel
*Arranged field trips
*Presented the lessons to the scholars: 10 classes, twice weekly, 20+ students per class
*Presented awards to scholars exceeding the expectations of the program
Patron Engagement Assistant
Memphis Symphony Orchestra
Memphis, TN 08/2011- 02/2014
*Provided administrative support to the Vice-President of Patron Engagement and Development team
*Maintaining donor acknowledgement and generating donor correspondence
*Maintaining multiple donor databases: Blackbaud’s Raiser’s Edge, Theater Manager, Sales Force cloud based donor inventory. Responsible for accuracy in data entry and validation
*Report generation: weekly revenue reports submitted to Board and Staff, open balance sheets, individual profiles, etc
*Maintained Development department inventory, requisitioned replenishment
*Maintaining donor acknowledgement and correspondence
*Liaison to the Memphis Symphony League; membership drives, event revenue reports
*Managed Volunteer staff and department interns
*Special projects assistant to Development team and contracted team members
*Solicitation generation
*Assisting Box Office with ticket sales and customer care
*Introduced Concierge approach to protocol measures
*Vendor management: Managed concession and major donor reception relationship with Marriott turned Sheraton Hotel
*Produced annual donation tax statements to donors
*Archiving donor history
Senior Accountant Assistant
The Memphis CPA Group
Memphis, TN 01/2011- 07/2011
*Providing administrative and accounting support to the CEO/Sr. Accountant
*Processing payroll for multiple companies
*Creation of operating manual for continued fluidity
*Banking entry in QuickBooks and Tax Wise for report generation and documentation of records
*Data entry for contributions for nonprofit organizations; preparing for year end distribution
*Excel spreadsheet creation for various reports
*Collections: delinquent accounts, returned checks
*Mass mail merge to introduce and reacquaint others to the benefits of partnering with The Memphis CPA Group
*Created inventory database with pivot points to facilitate faster tracking
*IRS audit preparation and compilation: listing assets, expenses, and deductible expenditures
*Sorting through intermingled statements to create comprehensible spreadsheets
*Client care: greeting clients, providing refreshments, providing information, aiding and assisting, maintaining confidence and privacy
*1099, 1096, W2 & 3 creation and distribution for multiple companies
*Preparing monthly tax report entry for multiple companies
*Resolve questionable entries and expenditures
Contract Office Manager
Strategic Cleaning Service
Memphis, TN, 01/2010 - 12/2010
*Providing administrative support to CEO, CAO, and VP of Operations
*Assisting CFO with budget maintenance, AP/AR processing, personnel, vendor relations, W 9 and 1099 management and filing
*Office Manager duties (i.e. accurate message notification and distribution, scan/copy/email/fax documents, filing, file creation and organization), dictation, document creation, shorthand, form creation, mail distribution, client care, travel arrangements and accommodations.
*Client Database creation and maintenance, I.T. liaison (computer technician, correspondence), minor computer antivirus software maintenance, program installation and maintenance NT and 2003 server maintenance, and initial web layout with vital concept creation.
* Proposal creation for prospective clients
* Workscope creation for current and prospective clients
* Network installation, setup, computer security, and maintenance
*Software maintenance (particularly Quickbooks)
The fifteen month gap in employment served as an extended maternity leave.
Development Assistant
St. Louis Psychoanalytic Institute
Saint Louis, MO 6/2007- 9/2008
*Providing administrative support to Development Director, Executive Director, and Board of Directors (i.e. actual in budgets, expense, and revenue reports)
* Record keeping of fundraising efforts for planning of efforts annually, processing and tracking of materials for special/fundraising events (i.e invitation lists, RSVP, supplies, etc.), assistance event facilitation, design, and cleanup for fundraising events, board meetings, and other Institute events
* Input and respond to outside requests for information ensuring that contact information is properly recorded and tracked in the database, research and identification of new prospects for major gifts
* Maintenance of database (Donor Perfect) and donations processing, accurate and timely input of data recording all donor activity including input of gifts and pledges, thank you letters; identification and tracking of prospects
* Using development database software to prepare financial and demographic reports, distribution of donor tax letters at the end of the fiscal year, reports related to donor gifts, and tributes for Institute Annual Report
* Creation of internal listings of committees and program participants as needed and exporting data to create and modify Excel spreadsheets for Institute
* Preparation of solicitation materials to support targeted appeals, membership appeals, annual giving campaign; printing and mailing of fundraising letters and thank you letters through mail merge option in various programs
*Assisting in grant writing and package preparation for targeted appeals, Endowments, and long/short term sustainability
*IT liaison; server and network maintenance, software installation and maintenance
Program Manager
St. Louis ArtWorks
St. Louis MO 8/2007 - 11/2007
*Created and implemented effective and efficient operation manuals, Handbooks, and protocols for the St. Louis ArtWorks apprenticeship program
*Assisted ED (Executive Director) and Program Counselor with recruitment of eligible youth
*Assisted ED in coordinating youth applications and interviews
*Coordinated interviews with volunteers
*Assisted ED with placing of Apprentices in Artistic Disciplines best suited to their skill set and desire *Produced all materials for orientation of artists
*Worked with ED to implement components of orientation, coordinated travel arrangements for apprentices to client sites
*Coordinated the purchase and collection and inventory of program supplies year-round
*Coordinated implementation of evaluation process with staff/volunteers
*Established and enforced “rules” of conduct for apprentices, worked with ED to satisfy any disciplinary actions regarding apprentices
*Corresponded with youth regarding Spring, Summer & Fall sessions: Oversaw the safe arrival and dismissal of apprentices
*Served as first contact for matters between apprentice/artists and host school/apprentice issues
*Chief contact for Apprentices’ parent/guardian communication
*Maintained apprentice and artist personnel files
*Point of Sales transaction for commissioned works and St. Louis Art Fair showings
Bear Service Representative/Call Center Translator
Build a Bear Workshop, Inc.
Saint Louis, MO 4/2007- 08/2007
*Scheduling parties to stores in the US and Canada (Canadian French), product placement orders, postal and email correspondence, grievance acknowledgement and correction.
*Customer records maintenance, file upkeep by Microsoft Word, Excel, and Access
* Internet research for product location, distribution, and logistics mapping
Administrative Assistant/Quality Control Specialist
Facilities Maintenance Experts, Inc.
Memphis, TN 5/2005- 02/2007
*Supported the CFO/Vice-President with the completion of all Requests for Information/Quote packages, PowerPoint presentations, QuickBooks data entry, report generation
*Insurance liaison: providing all basic insurance information, policy, safety, and practice manuals
*Initial bid and proposal analysis and breakdown
*Travel coordinator
*Provided assistance to the Senior staff by furnishing project progress reports on all sites, client feedback forms, arranging meetings with current and prospective clients, and producing a lead list (listing of potential clients), as well as submitting completed site inspection reports
* Provided assistance to Human Resources department by employee file organization, paycheck assembly, payroll verification, QuickBooks input, and payroll distribution
* Provided support to the HR Manager by coordinating prospective employee screening, new hire recommendation, interviews, new hire orientation and training as well as bloodborne pathogen training
* Basic receptionist duties (i.e. accurate message notification and distribution, scan/copy/email/fax documents, filing, dictation, document creation, shorthand, form creation, mail distribution, customer service, telephone customer relations
* Client Database creation (Access and Excel) and maintenance, I.T. liaison (computer technician, correspondence), minor computer antivirus software maintenance, program installation and maintenance NT and 2003 server maintenance, and initial web layout with vital concept creation.
* Assisted Project Managers with reports of quality inspections of all sites, summarization of OSHA approved safety regulations for employees, client meeting coordinator
Church Secretary
New Bellevue M.B. Church
Memphis, TN 06/2004 – 04/2006
* Data entry, pastoral correspondence, filing, administrative support to pastor, deacons, educational staff, congregation, and financial officers
* Parishioner services (i.e. letters of recommendation, spiritually petitioned requests, congregational inquiries), reports, congregational addresses, HR: check distribution, YTD financial requests
* Quarterly tax reports, Internal Revenue Service filing W-2, W-3, 1096, and 1099 Misc employee reports and distribution, office organization, accounts payable
* ChurchSoft 4.0 proficient, vendor correspondence, Microsoft Office experience, ordering supplies
* Marketing and advertisement of church events, program and flyer creations, and radio adverts
EDUCATION:
1994-1997 Fairley High School Memphis, TN
Completion/Graduation
COMMUNITY SERVICE:
* Previous Board Member for Circus Day Foundation in St. Louis, MO
* Whitehaven Community Saving the Youth Committee member; specializing in mentoring youths in gangs avoidance and escape
* Member of the Project Linus charity; supplying handmade basics for beginning families of children stricken with incurable diseases.
ADDITIONAL SKILLS:
Highly Efficacious Software Comprehension and Manipulation
Database Maintenance
Inventory Specialist
Multiple Payrolls Execution
Budget maintenance and management
Initial staff development/training
Fundraising Campaign
Site supervision
Operations Management
Grammar and syntax usage
60 wpm
Conversationally speaking French, Italian and Spanish
*References submitted upon request
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