Medical Center Executive Assistant

LYN M. LOOFT

**** ***** ******, *********, ** ***01

Cell: 703-***-****/ Email: ********@*****.***

Anne Arundel Medical Center Foundation October ’20 to present Executive Assistant to President & CDO

Key Responsibilities:

• Organizes, coordinates, and schedules appointments and meetings for President- Foundation, Board members, with medical center personnel, members of the medical staff, other healthcare professionals, outside consultants, sales representatives, and other business professionals. Makes room, catering and A/V equipment reservations as needed.

• Makes travel, meeting and conference arrangements according to medical center policies and procedures. Prepares travel itineraries and coordinates communication to appropriate agencies and individuals.

• Provides administrative assistance for President-Foundation and other Foundation staff members as requested by President-Foundation. Manages all office functions including retention of all documents, supply inventory, billing and invoices. Works with Accounts Payable to ensure timely process of vendor/contractor payment.

• Coordinates all correspondence for the President-Foundations office, including processing incoming mail and responding to routine correspondence according to established procedures; screens visitors and telephone calls, takes accurate messages, provides assistance with routine requests and inquires, and refers as appropriate.

• Manages all donor relationship documentation for the President-Foundation via Raiser's Edge database system and handles foundation invoices by coding these within A/P system for payment.

• Prepares all materials required for the Foundation Board of Directors and committee meetings. Attends meetings and records, types, distributes, and maintains files of Board of Directors and committee meeting minutes. Accurately maintains a tickler file system to assure all deadlines and timeframes are met. Prepares, assembles, reviews and assures distribution of information appropriately and as required for the preparation and follow-up of meetings.

• Proficient in Raiser’s Edge, Board Effect, PeopleSoft, Accruent EMS

• Plan Foundation Board events, donor events and Executive Board events Anne Arundel Medical Center March ’18 to October ‘20 Conference Service Officer

Key Responsibilities:

• Book over 6000 Meetings, Classes and Conferences a year – organize and fulfil requests for particular set-up, A/V needs, diagrams, catering. Confirm space needed and rearrange space to assure all needs are met for success.

• Proficient in Word, Excel, Publisher, Outlook

• Work closely with A/V team, catering and set-up crew to ensure seamless process in all aspects

• Write contracts, invoices, process payments, plan, execute, work with vendors for External Groups

• Conduct weekly service order meetings with internal staff

• Manage volunteers for front desk

• Administrator of the EMS booking system, train staff how to use, add new employees, approve requests and use

• Serve on 7 committees for large scale internal events

• Enrolled in Leadership Program

• Work in Social Tables

• Network/market the Doordan Institute to increase external business Anne Arundel County Chamber of Commerce August ’17 to March‘18 Director of Programs & Events

Key Responsibilities:

• Develop an annual calendar of program and event activities, Business Hall of Fame, Legislative Breakfast, Excellence in Education, Holiday Mixer, Networking Breakfasts/Happy Hours, plus four Forums and many other events.

• Plan, coordinate and execute successful programs and events. Successful execution includes reaching attendance, sponsorship, and financial objectives for each activity.

• Administer the program and event process; which includes developing budgets and timelines, manage details and costs, solicit sponsorships, registration, execution, post wrap-up and reports, and manage volunteer program and event committees.

• Handle event site selection, negotiate event facilities and services agreements, and

• the performance of contractual commitments and services.

• In collaboration with the President/CEO, determine and set pricing on attendance, sponsorships and other revenue generating activities requiring payment and invoicing.

• Maintain accurate records of all program and events.

• Recruit and manage volunteers; and organize them into committees that engage in and support the planning, execution, and underwriting of programs and events.

• Assist and make recommendations on annual program and event budgeting, new program and event development, and enhancements that improve the value of program and events to the Chamber membership.

• Develop and execute the corporate social media strategy

• Monitor web activities

• Social advertising, promote content through social advertising

• Implement a content editorial calendar to manage content and plan specific, timely marketing campaigns

• Develop surveys to follow all events, as well as what our members are looking for the Chamber to do for them

• Develop the organization’s marketing and communications effort; including assisting with the weekly eNewsletter

• Promote, market, and communicate all programming and event activities P.J. Clarke’s, Washington DC June ‘16 to May ‘17

Director of Private Affairs

Key Responsibilities:

• Run Sidecar, private dining space/membership club

• Concierge visits

• Maintain Sidecar database/communicate with members

• Secure contracts with outside vendors, local businesses

• Work with guests to execute their personal events

• Marketing efforts to increase membership

• Participate in offsite marketing events

• Oversee wait staff, manage schedules, train in proper service U.S. Naval Academy Alumni Association, Annapolis MD May ‘05 to May ‘16 Associate Director, Events

Key Responsibilities:

• Manage all aspects of Marketing including video, online and print.

• Organize and execute all USNA home game tailgates as well as multiple events for Bowl Games & Army-Navy Football.

• Organize and execute annual Board Meetings and several internal conferences

• Coordinate events annually at the USNA Alumni House, including wedding receptions, VIP receptions, cocktail parties, private parties, class reunions, corporate events, training sessions and meetings.

• Write annual budget for revenue and non-revenue generating as well as other departments event budgets

• Attend conferences to increase my knowledge and learn new skills and strategies to support the goals of our organization.

• Organize and execute 2 picnics annually attended by 5,000 people.

• Negotiate contracts and manage relationships with our vendors, including hotels, caterers, A/V companies, trade show vendors.

• Work Social Media (Facebook and three Wedding websites)

• Work with local business to market and network for more business (Chamber of Commerce committees and local CVB).

• Attended CASE District II Conference, Event Solutions Conference, Blackbaud Conference.

• Worked a Bridal trade show, had a booth, manned, organized, designed display and giveaway for several years.

• Organized events in Dublin, Ireland to include a tailgate for 1300 people and several other events.

• Distinguished Graduate Awards Dinner

Naval Academy Catering, Annapolis MD Oct. ‘04 to May ‘05 Catering Operations Manager

Coordinated customized events for corporate and private clients at the United States Naval Academy’s prestigious Officers' & Faculty Club.

Key Responsibilities and Accomplishments:

• Organized a minimum of 50 events per month

• Negotiated and secured all contracts; final sign off on all invoicing

• Rewrote contract format and all banquet package information

• Supervised a staff of over 50 wait staff and office staff

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