Executive Assistant

Shannon Jacobson

Spring, TX ***** 832-***-**** **********@*****.***

PROFILE SUMMARY

A highly accurate and organized Executive Administrative Professional with strong skills in scheduling, reception, organization, document preparation, and office management. Thrives in fast-paced environments performing regular and recurring duties independently without supervision. Self-starter with excellent oral and written communication skills. Proven team player with the ability to work with people at all levels of a corporation. Great work ethic and commitment to compliance with professional codes, regulations, and organization’s policies.

CORE COMPETENCIES

Coordinate multi-city travel itineraries and manage global travel arrangements for executive

Promote a positive work environment and effectively address employee relations issues

Skilled in maintaining appropriate discretion regarding confidential business matters

Impeccable verbal and written communication skills to interact with clients and staff

Attention to detail, team-oriented with strong analytical and problem-solving skills

Work with executive's direct reports on preparing reports, documents, and presentations

Exceptional organization and negotiation skills with the ability to prioritize and handle multiple tasks

SKILLS HIGHLIGHTS

Executive Management Support Exceptional Customer Service Policy Development Process

Board of Directors Support Calendar Management Sales & Service Expertise

Travel Logistics & Accommodation Effective Decision-Making Report and Document Preparation

Training and Development Operation Management Complex Problem-Solving

Process Documentation/Improvement Procurement and Logistics Vendor and Employee Engagement

Technical Skills and Certifications

Microsoft Office Suite, Google Suite, Typing: 90 wpm

Blackbaud Altru Donor Database Administration - Fundamentals Certified

Texas Notary Public

PROFESSIONAL WORK EXPERIENCE

Development Assistant – Pearl Fincher Museum of Fine Arts – Spring, TX October 2016 – Present

Provide administrative support to the Development Director and Museum Director.

Create meeting materials/agendas and provide administrative support to the Board of Directors.

Evaluate software needs; research and implement systems.

Manage database, maintaining database integrity by performing quality control measures, database hygiene, and troubleshooting.

Train staff and create documentation of database processes and procedures.

Create web forms for the museum website and emails, increasing data integrity.

Build complex queries to compile and report data, including donation information, membership status, mailing lists, etc.

Manage registration and seating for special events and provide technical assistance with bidding and auction software.

Collaborate with gala chairs and committees to plan annual gala, luncheons, and other special events.

Manage all aspects of annual gala auction and other event auctions, including bidding software, bid sheets, auction signage, photography, auction item packaging and set-up, and day-of event materials.

Train and supervise auction volunteers on auction night duties and facilitate smooth check-in and check-out processes.

Proofread and edit marketing and fundraising materials before submitting to print or grant organizations.

Communicate with vendors to facilitate successful events, including caterers, software vendors, mobile payment systems, volunteers, and event committee members.

Logistics Reporting Consultant – Lodestar Logistics – Houston, TX April 2017 – Present

Compile data from multiple sources to create daily, monthly, and quarterly Excel transit reports for clients.

Monitor train movement and follow up as needed.

Communicate with clients to determine and implement future reporting needs.

Direct interaction with clients assisting and maintaining current and future shipments.

Demonstrate sense of urgency & responsibility in order to exceed goals & expectations in a fast-paced, metrics-driven environment.

Music Teacher – Cypress Creek Christian Preschool – Spring, TX 2013 – 2015

Private Voice Teacher – Self Employed, Spring, TX 2006 – 2016

Kindermusik Teacher – Cy-Fair Music and Arts – Houston, TX 2005 – 2006

Medical Transcriptionist – Churchill Evaluations – Houston, TX 2003 – 2005

Transcribed physician dictation from medical evaluations for Workers' Compensation claims.

Maintained extensive knowledge of medical terminology and transcription equipment.

Responsible for transcribing highly technical medical dictation relative to patient care for inclusion in patient medical records.

Performed tasks of interpreting and transcribing dictation by physicians and other healthcare professionals on therapeutic, clinical course, and diagnosis.

Executive Assistant to the CFO – Sewell Automotive Companies – Dallas, TX June 2000 – May 2001

Performed administrative support for the CFO, including travel planning, calendar/meeting coordination, and correspondence.

Created daily, weekly, and monthly reports detailing company goal achievement.

Reported results of customer satisfaction surveys and resolved elevated customer concerns and complaints.

Worked with dealership managers to implement procedures that improved customer satisfaction.

Representative Relations & Quality Assurance Coordinator – HD Vest Financial Services – Irving, TX June 1997 – May 2000

Resolved elevated customer complaints. Followed up with management to ensure customer satisfaction.

Assisted in planning representative conventions and networking events.

Created and administered representative surveys. Evaluated and reported results to management and created new procedures to improve customer and representative satisfaction.

Administered the ISO 9000 program, ensuring that all departments were in compliance and facilitating procedure implementation.

Administrative Assistant to the Director of Operations Analysis

Coordinated executive calendar and communicated with other executives to facilitate multi-department meetings.

Booked travel, drafted correspondence, and scheduled department and company-wide meetings.

Created flowcharts and wrote procedures for departmental operations.

Built and maintained department and company organization charts.

Coordinated and facilitated cross-town office move for the Operations Analysis department.

EDUCATION

Bachelor of Music in Music Business, Cum Laude – Hardin Simmons University, Abilene, TX

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