Data Entry Clerk

Lei R. Hebeler

Telephone (M): 571-***-****

Email: ***.*******@*****.***

Years of Experience: 23

Certifications: PMP

Clearance: N/A

Degree/Concentration/College/Year: Bachelor of Science,

James Madison University, 1999

Languages: English

Software Systems: MS Office, Asana, Monday, Google Apps; SharePoint; iMIS Membership and Fundraising Software, Sugar Software; MAC/PC operating systems; Cvent; Constant Contact; Whova; Adobe Connect; HubSpot; Hopin; Zoom; and Microsoft Teams

Skills Summary: Project/Program Management, Event Management, Event Logistics, Vendor Engagement, Project Planning/Timelines, Team Recruitment and Management, Budget Creation and Management

UNIQUE/SPECIAL QUALIFICATIONS

Lei Hebeler brings over 20 years of expertise in planning, managing, and executing meetings, conferences, trade shows, and exhibits across both domestic and international landscapes. She has successfully led event logistics for high-profile agencies including the National Institutes of Health (NIH), the U.S. Agency for International Development (USAID), and the Department of Defense (DoD).

Ms. Hebeler's portfolio includes the full spectrum of event management—from site selection and hotel contract negotiation to audiovisual production and sponsor coordination. Ms. Hebeler has managed large-scale events such as the Trade Show Support Activity Meetings (TSSA) in Milan, Almaty, Istanbul, and New Delhi; the Latina HIV Mentor/Mentee Program; HIV and Influenza conferences across Latin America and Asia; the XIX International AIDS Conference in Washington, DC; the 2011 Caribbean HIV Conference in the Bahamas; and the Global Learning Evidence Exchange Workshops in Ghana and Thailand. She also has extensive experience in delivering seamless virtual and hybrid event solutions.

From January 2019 to December 2020, Ms. Hebeler served as Senior Event Planner and Deputy Chief of Party for the USAID/Afghanistan TSSA contract, where she led the logistics and execution of four major trade shows and events. She currently serves as Project Director at Davis Management Group (DMG), overseeing an international team that supports multiple federal contracts and events. In this role, she serves as the primary liaison between the client and Davis Management Group, ensuring contract compliance while also coordinating with venues and vendors. Additionally, she leads all logistics, communications, outreach, and compliance efforts for the DoD’s Cooperative International Counterproliferation Program (ICP) and the Army Office of Small Business Programs (AOSBP).

CURRENT EXPERIENCE

Project Director

Davis Management Group, (August 2020 – present)

Provides strategic oversight and leadership across all phases of project execution, including day-to-day project and financial management for clients such as the Department of Defense, U.S. Department of Health & Human Services, U.S. Department of State, U.S. Trade and Development Agency, and others. Responsible for ensuring client satisfaction, fostering repeat business opportunities, and delivering high-impact results. Manages and mentors a cross-functional team of meeting planners and outreach and communications managers, overseeing all project activities and events.

Serves as the primary point of contact for clients and venues, ensuring clear, professional, and consistent communication throughout the project lifecycle.

Oversees all aspects of event planning and execution, including site selection, contract negotiation, registration and invitation management, staging and audiovisual direction, branding and communications, and coordination of high-level sponsor-related events.

Leads technical, financial, and client satisfaction efforts using established tools and methodologies to ensure successful project delivery.

Proactively identifies project risks and issues, ensuring timely resolution and mitigation strategies. Tracks and manages critical path activities and holds team members accountable for timely, quality deliverables.

Ensures strong project margins and meets or exceeds profitability targets.

Reviews and approves invoices and project charges, verifies proper allocation of expenditures, and oversees document control, financial reporting, and project deliverables.

Ensures compliance with all applicable standards, codes, regulations, and internal policies throughout the project.

Collaborates closely with Business Development and Contracts teams to support the full project lifecycle, including scope development, procurement, bid evaluation, change order negotiation, and consultant evaluations.

Manages development and implementation of detailed project plans, ensuring all deliverables are completed on time, within scope, and within budget.

Provides mentorship and professional development to junior team members, mapping career paths and supporting continued learning and training.

Oversees brand, communications, and digital content strategy across various outreach efforts, ensuring alignment with project goals.

Negotiates cost-effective contracts with venues and vendors, optimizing value and ensuring quality service delivery.

PREVIOUS EXPERIENCE

Senior Event Planner & Deputy Chief of Party

Davis Management Group, (February 2019 – August 2020)

The Trade Show Support (TSS) activity, funded by the U.S. Agency for International Development (USAID), aimed to boost income for Afghan businesses and create jobs by increasing exports of Afghan products.

Organized, facilitated, and supported trade shows, business events, exhibitions, and other forums that connected Afghan businesses with international buyers and importers.

Delivered capacity-building support to Afghan business and trade associations—such as the Afghanistan Exporters Club—to enhance their ability to independently plan and manage export-related events and effectively represent their members.

Oversaw full logistical execution for all USAID/Afghanistan TSS trade shows and events, including registration, transportation, accommodations, exhibitor booth construction, client meeting spaces, catering, and special event coordination.

Developed and maintained event timelines and budgets, closely monitored progress, and reported discrepancies to the Chief of Party (CoP)/Trade Show Manager.

Conducted venue due diligence, coordinated exhibition support, and negotiated cost-effective contracts with venues and vendors.

Supervised junior event planners and contractors, ensuring smooth coordination and quality service delivery.

Served as the primary onsite contact for all venue-related logistics, including room setups, food and beverage planning, high-level partner events, and vendor coordination.

Collaborated with the Communications Manager to develop the visual branding of events, including signage plans and event aesthetics.

Acted as lead in the absence of the CoP/Trade Show Manager, managing both staff and contract implementation.

Contributed to project strategy, managed the project calendar, oversaw the production of USAID reports, and supported event research and planning activities.

Events Manager & Knowledge Management Outreach Advisor

John Snow Inc., (May 2017 – February 2019)

Oversaw all aspects of event management, planning, and execution for USAID-funded projects, including strategic planning, budgeting, RFP development, site selection and contract negotiation, marketing, logistics, and customer service. Also supported the dissemination of technical documentation, outreach materials, and web-based content.

Managed conferences and events for the AIDSFree project and other JSI initiatives, overseeing all phases including pre-planning, on-site execution, and post-event wrap-up. Responsibilities included logistics coordination, audiovisual requirements, registration management, venue selection and negotiation, financial oversight, and expense tracking.

Ensured USAID and client expectations were met across all facets of event coordination, from timelines and logistics to outreach, dissemination, and post-event follow-up.

Supervised project teams supporting various components of event preparation, led regular coordination meetings, assigned tasks, and ensured timely completion of deliverables, including event debriefs, USAID briefings, payment processing, and reporting.

Developed communications content for event websites, promotional emails, and announcements, while providing oversight of event website management and user experience.

Led the planning and execution of JSI-hosted webinars, including organizing planning meetings, assisting speakers, drafting scripts, managing outreach, collecting metrics, and archiving webinar recordings.

Represented JSI projects at external meetings and public events to increase visibility and disseminate key project messages.

Collaborated with AIDSFree and other USAID-funded projects to design and implement knowledge management and dissemination strategies, promoting the uptake of key findings and best practices through digital channels, publications, events, and strategic outreach efforts.

Events Manager

John Snow Inc., (September 2015 – May 2017)

Led the management and oversight of all large-scale international conferences and related events for the USAID-funded SPRING Project, ensuring strategic alignment, seamless execution, and client satisfaction.

Directed planning and coordination for major international conferences, as well as smaller meetings and workshops throughout the year. Led collaborative efforts with USAID and key partner organizations, managed agenda development, and oversaw participant list creation and management.

Oversaw full financial management of events, including budget development, monitoring, and tracking of revenue and expenditures. Consistently met or exceeded deadlines, adhered to budget guidelines, and delivered high-quality technical content.

Supervised the SPRING team responsible for all elements of conference planning, held regular coordination meetings, tracked task completion, and trained and managed temporary staff supporting logistics.

Served as the primary liaison to USAID and key partners on all planning and logistical matters, providing regular updates to the SPRING Project Management team and key stakeholders.

Managed comprehensive travel logistics for domestic and international participants, including airfare, visa coordination, and per diem reimbursement, while serving as the primary point of contact for all participant inquiries.

Drafted and coordinated communications for event promotion, including website content, email announcements, and other outreach materials.

Senior Conference Manager

Altum, Inc., (June 2013-September 2015)

Oversaw the management of staff and volunteers to execute high-quality, mission-aligned meetings and events that met client objectives. Held full responsibility for financial planning, including the development, monitoring, and reconciliation of event budgets. Managed all phases of event execution—from pre-planning and site selection through on-site implementation and post-event wrap-up.

Conducted client meetings to determine event requirements, developed task lists and timelines, and led project team meetings to ensure adherence to critical milestones. Provided consistent progress updates to clients and key partner organizations.

Provided strategic financial oversight, delivering event budgets and cost-saving strategies that supported client goals while ensuring compliance with financial policies.

Managed the RFP process and negotiated vendor contracts—including hotels, transportation, interpretation, security, and exhibit services—ensuring all service agreements complied with client contract requirements.

Directed logistics for each event, including venue selection and site visits, attendee registration and housing, audiovisual coordination, food and beverage selection, signage, and décor.

Liaised with speakers and presenters, supporting program development and coordinating all speaker-related logistics, including preparation of resource materials.

Supervised and trained temporary staff and managed team members responsible for key elements of conference planning, providing regular updates to the Project Director.

Led the production of pre-conference materials and briefing documents in collaboration with the Graphics and Editorial teams. Authored promotional content and event website communications.

Provided hands-on support for VIPs and attendees during events, and represented the team at high-level meetings with partner organizations, stakeholders, and committee members.

Conference Manager

Social & Scientific Systems, (May 2010 – June 2013)

Coordinated and supported logistics for large-scale domestic and international meetings, conferences, and exhibits for the Office of AIDS Research (OAR) at the National Institutes of Health (NIH).

Partnered with clients to define event objectives and developed strategic work plans tailored to meet their goals. Monitored project timelines and budgets, and prepared detailed status and financial reports for company leadership and client stakeholders.

Supervised staff to ensure deadlines and production schedules were met, maintaining high standards of quality and client satisfaction.

Oversaw labor allocation and monitored staff efficiency to optimize resource utilization and ensure cost-effective delivery.

Meeting & Event Manager

Council of Institutional Investors, (February 2008 – May 2010)

Managed all aspects of site selection and logistics for board and semi-annual meetings ranging from 550 to 700 attendees, including negotiating hotel contracts, securing meeting space and sleeping rooms, coordinating food and beverage services, reserving audiovisual equipment, and overseeing room setup. I maintained, analyzed, and reported registration data, while developing and managing detailed event budgets. Additionally, I created and implemented marketing and promotional strategies and directed the design and production of Council publications, including the semi-annual meeting booklet, annual reports, and various other communication materials.

Event Planner

WilmerHale, (January 2003 – February 2008)

Coordinated and executed all aspects of events for the Recruiting and Legal Personnel Department, managing a comprehensive events budget exceeding $1,000,000. Oversaw logistics for firm-wide events as well as smaller-scale functions, including site selection, contract negotiation, menu planning, and décor. Supervised the creation of event marketing and promotional materials and provided leadership to Recruiting Department assistants and interns by planning and delegating weekly workloads, as well as supporting training and professional development initiatives.

Manager, Meetings & Tradeshows

Composites Fabricators Association, (January 2002 – January 2003)

Managed and oversaw all aspects of educational programming, logistics, and budgeting for CFA’s annual convention, as well as additional conferences and trade shows. Responsibilities included booth sales, trade show floor management, and the creation and execution of marketing plans and promotional materials. Also supervised a meeting assistant, providing guidance on daily responsibilities and event support.

Manager, Meeting & Tradeshows

American Society of Travel Agents (January 2000 – January 2002)

Managed all aspects of conference planning, including budgeting, site selection, promotional materials, food and beverage, and audiovisual needs for events ranging from 350 to 10,000 attendees, including a regional conference and trade show in Puerto Rico. Developed and implemented comprehensive marketing and logistics plans, organized site visits, and led hotel space negotiations, sleeping room reservations, and registration processes. Utilized a formal Request for Proposal (RFP) process to evaluate and select preferred vendors for meetings and trade shows.

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