DIANA L.

RICHMOND

Williamsburg, VA

269-***-****

ad2mzk@r.postjobfree.com

PROFESSIONAL SUMMARY

Detail-oriented and creative Event Specialist/Planner with a proven record of successfully orchestrating a variety of high-profile events. Skilled in conceptualizing and executing all aspects of event planning, from initial brainstorming to day-of logistics. Proficient in vendor negotiations, budget management, and client relations. Demonstrates exceptional organizational abilities and a keen eye for detail, ensuring seamless and memorable events. Excels in fast-paced environments, consistently delivering projects on time and within budget while exceeding client expectations.

SKILLS

Event Planning

Time management

Budget Management

Vendor Relations

Attention to Detail

Creative Thinking

Communication Skills

Problem Solving

Customer Services

Marketing Knowledge

Teamwork

Logistical Planning

Adaptability

Networking

Project Management

Cvent, Eventbrite, Bizzabo

Asana, Trello, Monday.com

Salesforce, HubSpot

QuickBooks, Concur, Strip

Adobe Creative Suite, Canva

EXPERIENCE

Company Administrator

HCM Unlocked Remote

March 2023 - Current

Events Data Associate

The College Board Williamsburg, VA

January 2023 - Current

Led the implementation of SAP Concur across the entire employee network, streamlining expense management and travel processes.

Created and implemented a new Travel and Expense policy to coincide with the features of SAP Concur

Conducted end-to-end training sessions for employees on SAP Concur functionalities.

Ensured a smooth transition from manual expense processes to a fully integrated SAP Concur system.

Revolutionized the staffing process for consultants by implementing Salesforce automation, reducing staffing time from 5 days to 2 days.

Collaborated with cross-functional teams to integrate Salesforce CPQ, PDF Butler, and developed custom dashboards for effective management of consultant pipeline.

Conducted regular Salesforce training sessions for staff to enhance platform proficiency.

Successfully planned and executed 10 events within 10 months, including trade shows, vendor events, and virtual anniversary celebrations.

Managed logistics for events, including negotiating contracts with venues, handling F&B arrangements, and coordinating all activities and transportation.

Spearheaded the packaging and mailing of over 150 boxes for a virtual anniversary event, optimizing costs and ensuring a seamless experience for remote employees.

Collaborated with the Sales team on various tradeshows and vendor events, handling logistics such as shipping materials, setting up event booths, and organizing ancillary activities.

Managed vendor relationships and negotiations to ensure optimal outcomes for the company.

Developed and maintained clear and concise documentation of services supplied in Statements of Work (SOW).

Played a key role in rewriting the company's description of services to reflect current offerings accurately.

Demonstrated proficiency in Salesforce CPQ, PDF Butler, and the creation of dashboards and reports within Salesforce for insightful decision-making.

Acted as a subject matter expert, guiding Salesforce best practices and ensuring alignment with business goals.

Efficiently managed the calendars for the CEO, CFO, VP of Sales, and other members of the executive leadership team, ensuring optimal time utilization and coordination of schedules.

Oversaw the activation and termination of American Express accounts, managing the entire lifecycle of new cards for the team

Facilitated all reimbursement from expense accounts, collaborating with the payroll manager to ensure accuracy an timely processing every month

Created detailed monthly meeting minutes, fostering a transparent and organized approach to meetings.

Researched and selected companies for the company swag store, contributing to the enhancement of the company's brand presence.

Coordinated the procurement and distribution of swag for the tradeshows and events aligning with brand guidelines.

Executive Assistant and Event Planner

Colonial Williamsburg Foundation Williamsburg, VA

February 2020 – March 2023

Played a pivotal role in achieving the mid-goal of $350,000 for the Power of Place campaign, showcasing strategic coordination and support.

Provided dedicated donor support through effective correspondence, ensuring a high level of engagement and satisfaction.

Orchestrated small reception events, including the creation of invites, food and beverage preparation, and coordination of nation builders for guest entertainment.

Proactively revamped the staff structure to establish a full campaign team before launch, creating new onboarding materials and processes.

Led the events team in organizing powerful donor events five times a year, overseeing agenda creation, activity planning, and event flow, including transportation logistics.

Actively participated in the committee responsible for launching a new donor CRM system, demonstrating expertise, and becoming a Subject Matter Expert (SME) in Iwave software.

Streamlined donor interactions by recreating donor forms in DocuSign, contributing to a seamless and efficient process between donors and the organization.

Provide support for the Chief of Development and CEO.

Developed presentations, reports and minutes of meetings for the department and board members

Organized complex calendars and schedules, resolving scheduling issues.

Coordinated scheduling for internal and external meetings, travel plans, conference calls and day-to-day executive obligations.

Mailed letters, sent emails and memos regarding important announcements and events for company donors

Completed ad-hoc projects for executives to support personal events or family needs.

Answered telephone calls, email requests, and written correspondence to achieve internal and external communication objectives.

Balanced departmental finances by processing accounts payable and receivables.

Used discretion, confidentiality, and good judgment to protect c-level matters.

Set up company-wide administrative policies and procedures.

Cultivated positive environment for executives by developing strong relationships with internal and external stakeholders.

Virtual Executive Assistant/Chief of Staff

Double Williamsburg, VA

August 2020 - January 2023

Provided dedicated support to 10 CEOs and their teams, enhancing organizational efficiency and

communication.

Streamlined employee onboarding by integrating new hires into Gusto. Managed registration for payroll

taxes and compliance across various states. Researched and implemented health benefits, contributing.

to employee welfare.

Authored engaging blog posts and maintained the company website on WordPress. Demonstrated

proficiency in content management and digital communication.

Managed financial transactions through QuickBooks and Stripe. Conducted extensive research on

payment platforms, leading to the successful implementation of Stripe.

Orchestrated family holidays with complete agendas and travel arrangements.

Successfully planned a company offsite, including gourmet catering, entertainment, guest speakers,

and activities in diverse locations.

Developed and implemented processes for new hires, including comprehensive onboarding packages.

Enhanced operational procedures to streamline HR functions.

Managed HubSpot for email marketing campaigns, focusing on a German bike trade show. Coordinated

trade show logistics, including website updates, client meeting schedules, and booth design and

transportation.

Conducted post-event surveys to gather attendee feedback.

Handled routine responses to telephone and email inquiries on behalf of executives.

Organized events, seminars and lectures for company

Developed presentations, reports and minutes of meetings for department.

Served as lead to facilitate office administration functions.

Used discretion, confidentiality and good judgment to protect c-level matters.

Organized complex calendars and schedules, resolving scheduling issues.

Completed ad-hoc projects for executives to support personal events or family needs.

Conserved executive's time by acting as gatekeeper and reviewing information in advance.

Managed and maintained schedules for leadership team.

Prioritized and distributed incoming memos, submissions and reports.

Attended meetings to record and distribute minutes.

Event Specialist

William & Mary University Williamsburg, VA

April 2019 - February 2020

Oversaw the planning and execution of all alumni events throughout the year, including the

notable William & Mary Homecoming, a four-day event honoring 15 alumni classes.

Played a crucial role in the homecoming parade by coordinating with various organizations and

clubs within William & Mary for float participation. This included hiring event staff, and obtaining

necessary permits, and creating the parade route.

Efficiently managed logistics by organizing tents, food and beverage, music, and entertainment. Ensuring

the smooth running of events

Responsible for setting up security and overseeing the overall event setup.

Responsibilities included maintaining the homecoming budget, managing payments, and handling invoices, demonstrating your proficiency in financial management.

I was in charge of event registration, including creating and maintaining the registration site,

showcasing my digital management skills and knowledge of CVENT.

Pivotal in coordinating the traditional Lighting of the Yule Log events, facilitating venues and logistics for

75 satellite sites, which involved organizing the distribution of holly and entertainment for each event.

Working with the admissions team, I organized a weekend-long event for prospective students and their

families, including tours, speaker sessions, and distribution of promotional materials.

Assisting the Olde Guarde, a key alumni group, by managing their meetings, maintaining minutes, and

following up with new members for pin distribution.

Managed the related blog content for the Olde Guarde.

Oversaw day-of execution for Alumni events, Homecoming and meetings, trade conferences, group receptions and cause rallies.

Elevated event staff performance with skilled leadership, motivation and discipline.

Assisted with developing, planning and implementing strategies to promote large- and small-scale events.

Managed on-site marketing initiatives and events to drive company revenue.

Sourced event vendors, service providers and subcontractors in alignment with anticipated attendance.

Monitored event costs to accurately manage budget and expenses.

Utilized internal databases to prepare and distribute guest lists, electronic invitations and registration processes.

Supported event manager during client meetings to discuss events objectives and goals.

Reported regularly on event preparation status and readiness.

Designed and prepared name tags and place cards in various formats.

Secured facility spaces with favorable contract negotiations with hotels and convention centers.

Improved future events based on strengths and weaknesses of previous event plans.

Maintained records of event aspects, including financial details.

Inspected event facilities to conform to customer requirements.

Executive Assistant VP Of Hospitality

Colonial Williamsburg Company Williamsburg, VA

March 2017 - January 2019

Played a pivotal role in helping the Williamsburg Inn obtain the prestigious Forbes 5-Star rating. This involved close collaboration with the VP of Hospitality in staff training and regular inspections.

Coordinated scheduling for internal and external meetings, travel plans, conference calls and day-to-day executive obligations.

Assisted in training staff and imparting the necessary knowledge and skills to meet the stringent requirements for the Forbes 5-Star rating.

Developed and implemented efficient processes for housekeeping, room service, and food delivery, ensuring consistent service quality in line with Forbes 5-Star standards.

Led the creation of a company-wide team focused on promoting staff engagement and training. This initiative was key in maintaining the high standards required for the Forbes recognition.

Organized a celebratory event to acknowledge the achievement of the Forbes 5-Star rating. Managed all aspects including food and beverage, and invited a speaker from Forbes, highlighting your event planning skills.

Formed a steering committee to plan regular employee outings and engagements, fostering team building and morale.

Created and delivered presentations to the Board of Trustees, demonstrating proficiency in high-level communication and reporting.

Organized events, seminars and lectures for the department.

Performed tactical and strategic administrative support tasks for upper executive-level employees.

Handled routine responses to telephone and email inquiries on behalf of executives.

Completed ad-hoc projects for executives to support personal events or family needs.

Conserved executive's time by acting as gatekeeper and reviewing information in advance.

Organized complex calendars and schedules, resolving scheduling issues.

Compiled data and researched to prepare executive reports.

Cultivated positive environment for executives by developing strong relationships with internal and

external stakeholders.

Executive Assistant / Event Planner

Stryker Corporation Portage, MI

November 2010 - November 2016

Empowered to create and organize meaningful events that drive business engagement and rhythm, encompassing a variety of formats such as town halls, employee engagement events, leadership meetings, and customer meetings.

Providing comprehensive administrative assistance, requiring a solid understanding of technical and business vocabulary, as well as a deep knowledge of the organization's operations, procedures, and personnel.

Working closely with marketing and communications teams to assist with leadership presentation design and content support for a variety of media, including presentations, videos, and newsletters.

Updating and maintaining leadership calendars, event schedules, and distribution lists to ensure smooth operations.

Proofreading and verifying work to ensure accuracy and the absence of errors.

Played a key role in organizing annual and quarterly global sales meetings, handling logistics and content to ensure successful events.

Managed a multi-million dollar budget, demonstrating strong financial acumen and responsibility.

Created events that not only focused on team building but also incorporated community and environmental initiatives.

Collaborated with the sales team to organize comprehensive training days for hospital chiefs and counterparts, including demonstrations of Stryker equipment and warehouse tours.

Worked closely with the VP of Research and Development on quarterly tradeshows to highlight and foster innovation.

Spearheaded all logistics for both local and road tradeshows, ensuring smooth execution and effective representation of Stryker's products and innovations.

Develop and execute strategies for tradeshows and events to maximize brand visibility and engagement.

Select and negotiate with vendors, venues, and contractors for services like catering, equipment rental, and logistics.

Design engaging activities and experiences for attendees, such as interactive booths, workshops, and networking sessions.

Conduct post-event evaluations to gather insights and assess the effectiveness of each event, using feedback to improve future events.

Administrative Assistant / Marketing Communications

Militarybyowner.com Stafford, VA

January 2007 - January 2010

Provided Administrative Assistance to customers and clients Nationwide.

Managed Company blog

Answered phones and maintained company chat line

Licensed Real Estate Appraiser

Real Estate Appraiser, Fraiser and Associates Stafford, VA

January 2004 - January 2007

Licensed real estate appraiser

Regional Office Manager

Staples and Associates Alexandria, VA

January 2002 - January 2004

Provided administrative support for a fast growing Real Estate Appraisal Office in a robust real estate market.

Responsible for verification of all Appraisals that went out of the office

Office Manager

Town and country pools Springfield, VA

January 2000 - January 2002

Directed day-to-day office operations, providing fundamental support to company President and team of consultants.

Obtain permits and plats for county and state regulations.

EDUCATION

BBA - Marketing, Public Relations

Davenport University, Grand Rapids, MI

May 2016

Deans List, Graduated with Honors 3.55 GPA

Project Management Course

ESI

United States Navy - Meritoriously promoted to E-4

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