Executive Assistant with construction business office experience
Resume:
CASSIE LEWIS
**** ********* **** ******, ******, NC 27712
**********@*****.***
QUALIFICATIONS SUMMARY
An established executive-support, office-management, and event coordination professional with over 15 years of experience working in a variety of office settings, one of which is in the office a (now emeritus) vice president of his organization.
-Uses sound judgement and discretion when handling highly confidential proprietary materials.
-Excels at completing projects and program management independently and within time and budget constraints.
-Effectively manages a wide range of projects in fast-paced environments.
-Strong interpersonal skills, relating well with individuals at all levels of a company and a wide range of clientele with a high level of customer service skills as well as managing and supporting employees and their daily office routines.
-Reliable, resourceful, and detail-oriented individual committed to excellence.
-Strives to exceed expectations with an ability to “think outside the box.”
EXPERIENCE
November 2018 – Current
Program Coordinator, Senior Level & Executive Assistant to Joel L. Fleishman
Duke University
Sanford School of Public Policy
Heyman Center for Ethics and the Center for Strategic Philanthropy & Civil Society
Durham, NC
EVENT ADMINISTRATION
Facilitate all centers’ in-person, virtual, and hybrid seminars, conferences, and special gatherings and events – liaise with guest speakers, guest speakers’ teams, participants to ensure success and satisfaction for the event through transparency and fully detailed agendas. Organizing all meetings and/or special events including board meetings for high-level board members with difficult schedules.
Plan the minute-by-minute logistics of every event (catering and event space reservations and rentals, including parking on college campus; airfare and ground transport arrangements; lodging) ahead of time so that available bandwidth for addressing the day of activities with inevitable issues can be addressed in a timely manner.
Coordinate all marketing and communication management of each event - which may include hybrid events and thus scheduling of Zoom or other software and managing the online participants and ensuring their satisfaction, hiring of tech services for professional recordings.
Create and provide all details related to events which will include materials and handouts for meetings, artwork to printers, etc.
Financial administration for every event – site visits for venue rental, comparing costs of various event needs, preparing budget proposals for each event, ensuring success of staying on budget.
Post-program evaluation and debriefing processes.
Secretary for the A.M. & Ruth Z. Fleishman Foundation – scheduling all meetings of the board of directors (both in-person and virtual meetings), collecting available timeframes from complex calendars of high-level professionals. Collecting all annual signatures required for 501©3 status, collection of meeting minutes for each meeting and maintaining signatures on each meeting from board members.
Secretary for the Carolina Beacon Board of Directors – scheduling all meetings of the board of directors (meeting once monthly as well as other special meetings called for by the chairman), collecting available timeframes from complex calendars of high-level professionals.
FINANCIAL ADMINISTRATION
Control and maintain financial records of the center and sponsored programs and inform the director and other appropriate staff members of the financial state of various projects.
Prepare annual budgets for both centers and base any changes from trends, either adverse or favorable to project better outcomes for the following fiscal year.
Prepare grant proposals and applications to include compilation of data and preparation of budget expenditures; monitor and verify expenditures; ensure compliance with the University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency.
Prepare quarterly financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusion for submission to the director.
CENTER ADMINISTRATION
Operate as representative of the Director, autonomously and authoritatively, in fielding, interpreting, and
administering departmental and University policies and procedures.
Supervise all centers’ staff, including staff assistant in Heyman Center and program coordinator in Center for Strategic Philanthropy (same Director over both centers); also supervise teaching and research assistants; work with these individuals to be certain expectations are being met; evaluate job performances; monitor and approve time-off schedules.
Serve as the center’s liaison with administrative personnel concerning University policies and procedures, grant administration and budgetary preparation and control.
Design, draft, and generate presentations as required by the School, the University, and the Director’s research presentations in general.
Represent the Center in annual staff meetings, presenting the work of the center to Dean and other Administration of the Sanford School.
Maintain and coordinate Director’s busy electronic calendar, scheduling and changing of appointments and meetings in the office and for massive domestic and international travel schedule.
Act as the liaison for the Director to outside clientele, ensuring them that they feel heard and directing them in an appropriate manner.
Manage alumni relations, autonomously and in place of the Director, maintaining those relationships and being a bridge builder for those alumni who reach out, directing them to resources within in our center or without.
July 2011 – February 2019
Staff Assistant to Joel L. Fleishman
Duke University
Sanford School of Public Policy
Heyman Center for Ethics
Durham, NC
FINANCIAL
Serve as Financial Administrator for the Heyman Center for Ethics. Reconcile all charges for all corporate cards involved within the Center and compile quarterly reports.
COMMUNICATIONS
Serve as liaison to the public in a friendly and eager-to-help manner; this includes students, faculty members, vendors, alumni, donors, potential donors to the University, and other outside sources and affiliates of the Center.
Design webpage for the Center.
Assist Director by designing, drafting, and generating presentations as required by the School, the University, and in the Director’s research presentations in general.
SCHEDULING
•Schedule office meetings, phone/conference calls, dinner meetings, travel arrangements for the Center’s Director.
ORDER SUPPLIES
Order all office/Center supplies as necessary and keep inventory on products.
Organize all Center’s mail and shipping. Order supplies as needed.
Order textbooks/examination copies of various publications (Chronicle of Philanthropy – copy of each month’s publication for each student of the class, professor and TA).
DATA ENTRY/RESEARCH
•Compiling and continued updating of Student Directory/Party-Class List.
•Provide Sakai course site support to professor and TA.
•Assist faculty in research on the Web and in conducting and compiling survey information.
EVENT PLANNING
•Coordinate class guest speaker’s travel arrangements: airfare, hotel, airport pickup and meal reservations (or coordinate with the guest speaker’s assistant).
•Assist (on occasion, fill in for Executive Assistant) with arranging airfare, hotel, airport pickup, meal reservations and transportation while at destination for Director.
•Assist in the search for a post-Doc/fellow (faculty or otherwise) for the Heyman Center for Ethics.
•Coordinate and facilitate events for the Center, possibly in conjunction with other Center’s or outside entities, sometimes for international groups.
•In collaboration with the executive assistant, schedule and coordinate meetings and social events relating to the Center; plan and facilitate seminars, conferences, and special gatherings and events–working independently with guest speakers, their assistants, participants, and attendees (such as annual Mandel Leadership Seminar group from Israel, occasional large speaking events sponsored by the Center in conjunction with the Sanford School).
•Assist the Program Coordinator of the Center for Strategic Philanthropy and Civil Society with the bi-weekly seminars throughout the academic year.
Fall 2009 – May 2011
Administrative Assistant/Bookkeeper (Part-Time Position)
Personal Assistant/Administrative Support
Jean Patee Eaves/Patee Timber Company, Durham, NC
Performed basic accounting functions including bookkeeping of professional and personal accounts and managed accounts receivable and accounts payable.
Assisted in all aspects of office operations including record keeping and filing, answering phones and responding to emails, scheduling conference calls and meetings, data entry and word processing, and office organization.
Managed multiple competing priorities and projects, multi-tasking effectively. Presented creative solutions to administrative issues.
Summer 2008
Customer Service and Reception (Temporary Position)
Office Team, Raleigh, NC
Responded to and organized emails thoroughly and in a timely fashion.
Answered phones in Dean's Office in a prompt and courteous manner, transferring calls, taking messages, or answering questions.
Demonstrated excellent customer service and ability to handle escalated situations. Maintained discretion in dealing with highly confidential business matters.
OTHER EMPLOYMENT HISTORY
January 2007 – May 2011
First-Grade Teacher
Fellowship Baptist Academy, Durham, NC
Summer 2007
Accounts Payable Data-Entry Clerk (Temporary Position)
John Wieland Homes, Morrisville, NC
May 2006 – January 2007
Secretarial Instructor
Hyles-Anderson College, Crown Point, IN
September 2005 – May 2006
Assistant to Academic Dean's Administrative Assistant
Hyles-Anderson College, Crown Point, IN
Summer 2005
Office Manager (Seasonal Position)
Willson Builders, Warsaw, IN
EDUCATION
Hyles-Anderson College, Crown Point, IN
Associate degree in office administration, May 2006
Duke University, Durham, NC
Learning & Occupational Development Certification Program
1.Customer Service Excellence Certification, Summer 2018
2.Guide To Managing at Duke, Fall 2021
3.Crucial Conversations, Fall 2021
4.Keys to Supervisory Success, Fall 2021
5.Moving from Peer to Supervisor, Fall 2021
Duke University, Durham, NC
Learning & Occupational Development Management Courses for Certification, Fall 2020
1.Guide to Managing at Duke
2.Keys to Supervisory Success
3.Moving from Peer to Supervisor
4.Crucial Conversations
AWARDS RECEIVED
November 2017 – Dean’s Circle Award
Staff recognition program designed to recognize exceptional contributions from staff. This program, managed by the Staff Advancement Committee, will recognize nominated staff who have best demonstrated excellence in one or more of the following areas: Teamwork, Initiative, Service and Inclusion.
COMMUNITY INVOLVEMENT
Member of the Duke Special Event Planners Council
Volunteer piano player for weekly services as well as for a community 100-person children’s choir performing at various community events in downtown Durham and Hillsborough
Member of the Sanford Alumni Stakeholders Committee
Member of the Sanford Staff Advancement Committee
Member of the Internal Communications Committee
Member of the Rewards & Recognition Committee
Volunteer to deliver for Meals on Wheels on Sanford School of Public Policy’s assigned route
REFERENCES – upon request
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