Executive Assistant Project Management
Resume:
RESUME OF RACHEL OLIVER
RACHEL OLIVER
• Mount Pleasant, South Carolina 29466 •
214-***-**** • ************.**@*****.***
OBJECTIVE
Results-driven professional with over a decade of experience in hospitality, legal administration, and project coordination. Skilled in executive support, workflow optimization, and multitasking in fast-paced environments. KEY STRENGTHS
• Detail-oriented, highly organized, with expert time management skills to handle complex tasks efficiently.
• Highly process-oriented and skilled at managing intricate projects, balancing multiple priorities, and meeting deadlines, with expertise in coordinating and scheduling.
• Creating & managing databases, maintaining records, and developing standard operating procedures.
• Proactive in anticipating team and client needs, ensuring seamless operations.
• Adaptable and people-centered, thriving in dynamic environments and building strong relationships to ensure operational success.
EXPERIENCE
4/2024 – Present
TaxForce Inc.
Staffing & Recruiting, Administrative & Support Services; $5M Annual Revenue Project Coordinator/Executive Assistant
• Strong decision-making and task prioritization skills, balancing project coordination, data entry, client correspondence, and active problem-solving while maintaining a client-centered approach and meticulous attention to detail.
• Manage project timelines, document preparation, client scheduling, contract management, and invoicing to streamline operations for high-profile clients, including Amgen, Tesla, Corning, Intel, Tiffany & Co., and Micron.
• Coordinate and manage multi-calendar scheduling across multiple time zones, ensuring seamless communication and efficient scheduling for teams and clients globally.
• Collaborate with leadership teams to establish and implement organization-wide best practices.
• Maintain and optimize Salesforce records, ensuring the database remains accurate and up to date for candidates and client-companies.
• Coordinate candidate presentations, interview schedules, and feedback meetings, while simultaneously managing onboarding processes with EOR/AOR vendors to ensure a seamless recruitment experience.
• Coordinate and timeline ongoing projects and provide support as needed once onboarding is complete.
• Prepare detailed quarterly and annual reports for performance analysis and meeting presentations.
• Distribute targeted job mailers and support Directors with marketing reports, lead tracking, and operational reporting, including creating presentations and performance metrics. 1/2023 – 3/2024
Lenhardt Law Firm
Charleston, SC
Legal Assistant
• Assist in drafting and filing legal documents, including pleadings, contracts, and handling correspondence, when needed; Manage and organize legal files, ensuring all documents are accurately labeled and easily accessible.
• Coordinated and schedule meetings, court appearances, and depositions for attorney, clients, and other relevant parties; Communicate with clients, opposing counsel professionally and efficiently and maintain legal calendar.
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RESUME OF RACHEL OLIVER
• Managed and maintained schedules, including appointments and meetings; Managed and maintain confidentiality of sensitive personal and professional information.
• Handled personal tasks, errands and projects as assigned, such as managing appointments, making reservations, organizing mail, correspondence and overseeing ad-hoc matters.
• Prepared and organized documents, presentations, and reports for personal and professional use. 8/2021 – 11/2022
South Carolina Environmental Law Project
Charleston, SC
Non-Profit Law Firm
Legal Assistant
• Non-profit law firm dedicated to protecting the state's natural resources through legal advocacy, education, and strategic litigation
• Coordinated and improved legal file management; Organizing, maintained, and managed both electronic and paper files for all legal cases and issues; Created and implemented a new electronic filing/retrieval system for legal documents and research; Coordinated with staff attorneys to ensure effective document management across offices.
• Ensured that case-related documents are properly maintained in both paper and electronic files, as appropriate.
• Ensuring calendaring of any case-related deadlines.
• Assisted attorneys with timely submission of court filings and trial preparation, including preparing trial notebooks, compiling and organizing exhibits; Prepared mailings to other attorneys and the court; Compiled and prepared records on appeal
• Scheduling court reporters for depositions and coordinating with opposing counsel when requested. 12/2017- 8/2021
Stay-at-Home Mom
• Managed household operations, scheduling, budgeting &logistics while raising my son during his first years. 11/2015 – 12/2017
Two Roads Hospitality
Hotel 50 Bowery NYC; NY, NY; 250 Guest Rooms
Senior Sales Manager
• Responsible for business devolvement for groups in entertainment, creative corporate, fashion and cosmetic markets for the first ever Joie de Vivre brand in NYC’s Chinatown district
• Participated in opening processes the property, introducing brand and building business opportunities, conducting site tours, entertaining clients and agencies and completing SWOT analysis for competitive hotels.
• Solicited new accounts to meet/exceed room revenue goals comprised of daily telephone solicitation, outside sales calls, trade shows, written communication.
• Proven ability in sales and skill in both oral and written communication including detailed contract negotiations and special requests for high profile and VIP clients.
• Attended industry meetings, developed and maintained knowledge of market trends and competitors, and relationships with partners.
• Booked (1) Series for 2018 resulting in over $1,000,000 in business contracted, exceeded preopening goal of
$50,000+ contracted, achieved quarterly goal of $77,000 of new business contracted for quarter 2 in 2017 for F&B and Room Revenue Combined
6/2015 – 11/2015
Interstate Hotels and Resorts
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RESUME OF RACHEL OLIVER
The Gallivant Times Square; NY, NY; 336 Guest Rooms Senior Sales Manager
• Responsible for business devolvement for groups in SMERF, entertainment, cosmetic, government, and tour
& travel markets
• Solicited new accounts to meet/exceed room revenue goals comprised of telephone solicitation, outside sales calls, trade shows, site inspections and written communication.
• Attended industry meetings, develop and maintain knowledge of market trends and competitors, and relationships with partners.
• Booked (2) Series for 2017 resulting in over $1,000,000 in business; Grew FIT production by 211% YOY through facilitating development of FIT sales.
• Planned and executed multiple national independent sales missions using personal contacts and database, representing hotel in LA, Boston and the Midwest resulting in $5,000 revenue; NYC & Co Mission in April 2016 resulting in $8,000 ROI within (2) Weeks; Booked $100,000 Business from ABA Marketplace Show January 2016
9/2014 – 6/2015
Denihan Hospitality
Manhattan NYC, An Affinia Hotel; NY, NY; 618 Guest Rooms Executive Meetings Manager
• Responsible for business devolvement for groups, catering and transient sales; Lead hotel site inspections and client presentations daily/weekly; Created own account base and continually help to build the property in all markets while reporting to the Assistant Director of Sales and Director of Catering.
• Involved in all aspects of the sales process including receiving inquiry calls, welcoming clients, booking business, confirming booking details and working with the group while on property.
• Consistently participated in the re-booking of repeat business by nurturing long-term client relationships and recognizing new opportunities.
• Worked closely with banquet department, and operations to ensure event execution is flawless; Ability to quickly evaluate alternatives and decide on a plan of action. 6/2010 – 9/2014
Highgate Hotels
Doubletree Suites by Hilton Times Square; NY, NY; 460 Suites Catering/Group Sales Manager
2013-2014 (Promotion from Catering and Sales Coordinator)
• Proactively solicited new and preserved existing client business/relationships through a heavy customer service focus.
• Senior Catering Sales Manager and Group Sales Manager for less than 20 rooms; Work closely and report directly to the General Manager and Director of Catering to understand budgeting needs and financial goals on property.
• Proposed and negotiated meeting room rental, function space, guest rooms rates, and/or hotel services within approved booking guidelines including working directly with the unionized Food & Beverage and banquet team(s)
• Provided direction for meeting and catering logistics to operational team members involved in event execution; Assisted in writing and approving SOPs in the Sales and Catering Departments for the property.
Doubletree Suites by Hilton Times Square; NY, NY; 460 Suites Catering and Sales Coordinator
2012-2013 (Promotion from Front Desk Coordinator)
• Assisted the Director of Catering and Catering Manager in tasks including creating proposals & contracts, Page 4 of 4
RESUME OF RACHEL OLIVER
converting event details into banquet event orders, identifying self as point-of-contact for client’s future and current while both maintaining client relationships and preserving possible maximum revenue
• General daily tasks included: tracking and distributing amenities, finalizing commissions for sales team, scheduling and coordinating multiple, weekly banquet event order meetings with staff; obtaining payment for master/house accounts, tracking catering dinner programs and catering-restaurant revenue, answering sales office calls & leads.
The Paramount Hotel; NY, NY; 597 Rooms
Front Desk Coordinator
2010-2012
• Proficient in general front desk tasks and responsibilities (i.e., managing individual guest inquiries, issues, and preferences with appropriate relay, arranging and executing billing for individuals and groups, assisting/coordinating group arrivals); familiar with working within union guidelines and parameters. 10/2004 – 5/2010
Consolidated Restaurant Operations, Inc.
III FORKS STEAKHOUSE, Austin, TX; $5,000,000.00 Average Annual Revenue Dining Room Coordinator / Host Manager / Corporate Trainer
• Supervised and trained host staff; Managed high-profile clientele with specific needs; Maintained dining room flow; coordinated detailed communication between guests, staff, management, private event manager, and kitchen; organized special attention and services for VIPs; establishing and conserving company relationships with clients; Member of the corporate training team for two new concept restaurants in West Palm Beach and Jacksonville, FL. SYSTEMS & SOFTWARE
• Microsoft 365, Outlook
• Microsoft Word, Excel, PowerPoint
• CRM (Salesforce)
• Google Workspace (Docs, Sheets, Slides)
• Project Management Software (e.g., Asana, Monday.com)
• Cloud Storage Solutions (e.g., Google Drive, DropBox)
• Video Conferencing Platforms (Zoom, Skype)
• Team Communication & Collaboration (Microsoft Teams, Slack)
• Social Media Platforms (e.g., LinkedIn, Facebook)
• EOR/AOR Payroll Systems (Ascen, Signature, CXC)
CERTIFICATIONS
• Certified Notary Public in South Carolina
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