Administrative Support Manager
Resume:
CARLA M. HAYNES
Email: ********@***.***
Stone Mountain, GA 30083
EDUCATION NEW JERSEY CITY UNIVERSITY, Jersey City, NJ B.A., Media Arts, May 1999 UNION COUNTY COLLEGE, Cranford, NJ A.A., Communications, December 1996 EXPERIENCE Children’s Hospital of Atlanta, Atlanta, GA 6/2015 – 12/2015 Contractor, Parking and Transportation
Coordinated the annual parking registration event for over 1,000 employees for the Parking and Transportation department. This included logistics for the event such as meeting space reservations, supplies, materials, signage, handouts, etc.
Assisted the department supervisor with the organization and distribution of parking permits.
Served as the department representative and first point of contact for hospital visitors.
Fielded phone calls from employees and customers. Responded to frequently asked questions regarding the hospital’s parking and procedures.
Provided administrative support to the department.
Managed the email account for the department.
Created, maintained and updated Excel spreadsheets for the department daily.
Entered data into the RedCap database and maintained records daily.
Processed department invoices and refunds.
Worked as a liaison between CHOA Security and Emory Parking and Transportation Departments.
Accreditation Commission for Education in Nursing (ACEN) formerly NLNAC, Atlanta, GA 2/2011 – 12/2014
Operations Specialist/Meeting Planner
Executed to completion meetings and workshops for over 1000 attendees annually.
Negotiated contracts with hotels, convention centers and vendors.
Managed budgets for meetings in the range of $20,000 - $100,000.
Inspected event facilities in order to ensure that they meet company requirements.
Conducted and participate in pre-conference meetings with hotel and/or venue staff at a chosen event site to coordinate details.
Served as point of contact for all vendors and hotel staff.
Managed and processed all meeting registrations and work closely with Accounting Department on cancellations and payments.
Communicated with attendees by email regarding meeting inquiries daily.
Provided administrative support to Director.
Provided meeting materials such as handouts, booklets, name badges, etc.
Reviewed billing invoices for accuracy, and approve hotel and vendor payments.
Composed and sent correspondence and logistics information to meeting attendees.
Coordinated logistics such as accommodation and transportation for participants, facilities, catering, signage and displays.
Arranged the availability of audio-visual equipment.
Maintained records of event such as financial details, etc.
Conducted post-event evaluations in order to determine how future events could be improved.
Coordinated travel for site visit teams. Over 300+ site visitors.
Ensured that travel bookings are made by the required deadline.
Resolved any travel related conflicts and assist site visitors with AXIOM. Provided alternative travel options for booked flights that may fall outside the organization’s travel policy guidelines.
Provided profiles and reset passwords on the AXIOM website for site visitors.
Presented travel status report and cost variances to CEO at staff meetings bi-weekly. Ricoh Americas Corporation, Atlanta, GA 4/2003 – 3/2010 Associate Marketing Specialist
Managed & coordinated all Customer VIP Trip activities to include all requests, scheduling and logistics for internal and external customers.
Coordinated catering, air travel, ground transportation and hotel bookings.
Organized outside activities for customers such as dinners and sporting events.
Developed and implemented agendas for the company’s key account visits to our corporate facilities and Atlanta Technology Center.
Hosted all customer visits and certain special events.
Interacted with high level management such as Regional Vice Presidents, Directors, and Global Account Managers.
Maintained database of ROI expense tracking for customer visits and events.
Processed and coded invoices from several vendors that the company uses to support each customer visit.
Contributed monthly articles for company intranet promoting Customer VIP Trips to the sales field. Article content included previous month’s success stories.
Assisted Events Manager with logistics planning for tradeshows and company incentive trips.
Provided administrative support to Events Manager. The Arc of Bergen and Passaic Counties, Hackensack, NJ 11/2001 – 3/2003 Special Events Coordinator
Organized all company special events to completion. Events included: Annual Rainbow Walkathon Two Annual Golf Outings Anniversary Dinner Sports Memorabilia Auction
Provided administrative support to Director of Development.
Collaborated with PR team to ensure the Annual Rainbow Walkathon, attended by 700 people, successfully raised over $100,000.
Developed positive rapport with corporate sponsors and donors by creating a family oriented relationship rather than a business alliance.
Represented The Arc at various promotional events directed at membership and the local community.
Produced and coordinated press releases to go out to local media outlets. Facilitated bulk and direct mailings for each event.
Explored and evaluated new special events on an ongoing basis for The Arc to pursue.
Contributed articles to the quarterly newsletter. AWARDS &
RECOGNITION Hometown Hero Award - Excellence in Customer Vision December. 2004 CERTIFICATION Conference & Meeting Management Certificate Program November 2007 University of Georgia, Lawrenceville, GA
SOFTWARE Windows, Microsoft Word, Excel, PowerPoint, Publisher, Outlook, Access, WordPress, RedCap, AXIOM, Adobe Acrobat, Internet Explorer Browsers, Google, Google+, Social Media Platforms and Accounts, Hootsuite, WebEx, Webinars On Air.
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