Executive Assistant Project Coordinator

SARAH E. JORDAN

*** ***** ******, ***. **, Brooklyn, New York 11201

1-917-***-**** *****.*.*******@*****.***

PROFESSIONAL EXPERIENCE

PROFIT & LOSS New York, NY July 2019 – October 2020

Head of Events & Marketing, Americas

• Manage all aspects of event planning to include strategic planning, event marketing, full production and logistical execution.

• Responsible for event site selection, contract negotiation, event logistics, vendor selection, registration management, communication schedule, staff scheduling and on-site execution.

• Responsible for end to end marketing for all Profit & Loss meetings and conferences

• Responsible for sourcing, building and implementing a new virtual event platform.

IC SUMMITS Brooklyn, NY September 2018 – 2019

Head of Audience Development

• Responsible for all audience and speaker acquisition for the ecommerce conference series.

• Worked with creative department on development of all event marketing for conferences.

• Onsite event host and production manager

DEBANKED New York, NY May 2017 – July 2018

Event Team Lead

• Responsible for event project management, event marketing, event engagement details, sponsorships, venue selection, logistics, purchasing, budget planning/tracking, timeline/deadline management to ensure all events are on track, on brand, and on budget. Types of events include: our annual conference (Broker Fair), a series of networking cocktail events, golf outings, and special partnership events.

• Develop content for and work with creative to design all event promotions and communications

• Draft language for marketing materials, social feeds, event sites, and event newsletters, as well as all print materials created for events.

• Manage and track event RSVP/Attendee lists

• Responsible for sponsorship package development, managing sponsor partnerships, business opportunity leads / ROI tracking for events, and aggregating post-mortem event analysis documentation

• Conceptualizing, sourcing, managing, and maintaining all event related materials (ie. all event signage, event promotional/giveaway items, decorative items, conference handbook and printed resources, presentation materials, session handouts, evaluation forms, attendance documentation, event related collateral, and name badges)

Onsite Event POC responsible for:

• Managing onsite load in, set-up, and strike

• Recruiting and managing onsite event staff and technical crew.

• Coordinating rehearsals and providing engagement coaching to presenters in preparation for their participation in speaking roles at event.

• Training, resource management, and scheduling for all session facilitators and day-of support staff, and building run book for event.

DAVIS & GILBERT LLP New York, NY January 2017 – May 2017

Marketing and Events

● Responsible for the planning and coordination of all internal and external event engagement details, logistics, budget planning/tracking and timeline/deadline management to ensure all events are on track. Types of events include: speaking engagements, sponsorships, hosted events and seminars, and firm special events.

● Drafting all internal and external event promotions and communications, including event postings on firm website.

● Drafting Invite language and session overview descriptions

● Manage and track event RSVP/Attendee lists

● Responsible for Business Development Opportunity Leads / ROI tracking and conducting post-mortem event review sessions with Attorneys.

● Creating, managing and maintaining event materials (ie. presentation materials, seminar handouts, evaluation forms, CLE documentation, promotional items, event related collateral and name badges)

● Pre-event notifications to appropriate Davis and Gilbert attorneys about contacts sourced to be attending event

● Managing onsite event set-up and breakdown

● Managing CLE requirements and documentation with presenting attorney(s), event organizer and firm internal CLE coordinator

● Coordinate rehearsals and provide presentation coaching to attorneys in preparation for event speaking engagement. MEMORIAL

• Responsible for the planning and coordination of all engagement details, logistics, travel, accommodations, agenda planning and program materials for visiting professors invited to speak at the MSKCC Department of Surgery’s Grand Rounds, as well as, all internal/external speaking engagements and events for the Chairman and Co-Chairman (Dept. of Surgery, MSKCC). Assisted with other Ad Hoc departmental administrative projects.

A+E NETWORKS New York, NY February 2014 – June 2016

Project Coordinator/ Event Planner

● Assisted executive management with scheduling, expenses, meeting coordination, training session and onboarding of new hires.

● Project Coordinator responsible for effectively managing accurate tracking and appropriate allocation of Technology space and resource seating, as well as, identifying and facilitating landscape changes and proactively forecasting and planning for ongoing departmental space needs.

● Project Coordinator responsible for effectively driving and managing intake, tracking and prioritization of all Legal Contracts for the entire POET division

● Project Coordinator for the Strategy and Innovation Team helping to drive, manage and organize their intake process, roadmaps, resource management, project schedules and timelines, and task tracking.

● Served as Event Planner & Project Manager in the budgeting, planning, coordination and deployment of our 2014 & 2015 Global Technology Rally (a four-day executive management offsite), as well as, our annual Town Hall event and other ad hoc special events.

● Work with Stakeholders to conceptualize, source and produce promotional items, collateral and signage to brand their projects and/or events.

● Resident Microsoft SharePoint SME responsible for Project Management of the Technology and PMO MS SharePoint site build outs

TOUGH MUDDER LLC New York, NY March 2013 – December 2013

Finance Department Project Coordinator

● Scheduling and calendar maintenance for finance team, inter-departmental communication and coordinating special projects and events

● Creating and maintaining a new filing system for AP vendor files, maintaining accounting email inbox; distributing IR’s and invoices to appropriate parties to be processed, research for vendor related inquiries and other ad hoc projects.

● Assisting construction associates/ managers with processing and tracking contractor payments, reviewing/ auditing final contractor invoices and updating internal files and catalogues.

Executive Assistant/ Administrative Coordinator

● Executive Assistant to CFO, administrative support for Finance department, general administrative support and office management for company

● Assistance with calendars, travel arrangements, meeting setup and coordination, spreadsheet maintenance, create/edit power point presentations, expense reports, inter-department communication and coordinating special projects and events

● Assisting Tax Director with administration of domestic and international sales tax returns, corporate/ partnership estimates and Individual income tax returns

OMD (an OmicomMediaGroup company) New York, NY November 2011 – February 2013 Executive Assistant

● Executive Assistant to Agency President, EA to Business Development/ New Business Group, EA to Hershey’s Chocolate Account

● Responsible for calendars, travel arrangements, business and vendor contacts, correspondence, spreadsheet maintenance, expense reports, coordinating special projects and events

● Creating and editing power point presentations for pitches and client presentations

EDUCATION

SOUTHERN METHODIST UNIVERSITY BA, Cinema and Television - Dallas,TX May 2004 COMPUTER SKILLS

Proficient in Microsoft Word/ Excel/ PowerPoint/ Outlook (Macintosh & PC), Microsoft SharePoint, Microsoft Project, JIRA, WorkFront, QuickBooks, Keynote, Mailchimp, WordPress, Dropbox, File Maker Pro, Photoshop, and InDesign, Cvent REFEREN/CES: Available upon request

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