COLLEEN DOWNES
Cambridge,OH
Summary
Dynamic Senior Executive Assistant with 15+ years of experience supporting C-suite executives and senior leadership teams to drive organizational success. Expert in streamlining office operations, leading staff, and executing high-impact events with precision. Recognized for boosting executive productivity through strategic planning, seamless project management, and proactive coordination of cross-functional teams. Possesses exceptional communication, organizational, and problem-solving skills, consistently delivering top-tier service while improving operational efficiency and supporting business growth. Proven ability to thrive in fast-paced environments and maintain an unwavering focus on results.
Overview
28
28
years of professional experience
Work History
EXECUTIVE ASSISTANT
DELEGATE SOLUTIONS
01.2023 - Current
- Managed and coordinated executive-level inboxes, complex travel arrangements, and daily schedules for a diverse portfolio of 16 clients across seven industries, streamlining operations and maximizing time efficiency.
- Collaborated cross-functionally with internal teams and external stakeholders, ensuring seamless communication and fostering a cooperative, results-driven working environment.
- Maintained the highest standards of discretion and professionalism, handling sensitive and confidential information and building trust through integrity in all interactions.
- Planned and executed high-impact conferences and monthly meetings, delivering end-to-end logistical support and ensuring flawless event execution.
- Processed travel expenses and reimbursement requests for the executive team and senior management, ensuring timely, accurate, and compliant financial reporting.
- Produced polished, data-driven reports, presentations, and documents using advanced software tools, providing executives with high-quality, decision-ready materials.
- Led and managed key projects, ensuring timely, on-budget delivery while aligning with organizational goals and coordinating with multiple stakeholders.
- Identified opportunities for process improvement, implementing new systems and workflows that boosted efficiency and reduced operational costs.
- Proactively handled unexpected challenges, providing swift solutions to minimize disruption and ensure continuity in business operations.
DIGITAL MARKETING MANAGER
STARS HAZMAT CONSULTING
12.2020 - 12.2022
- Orchestrated high-level meetings and events for the board of directors, president, and executive vice president, managing logistics, catering, agendas, and travel arrangements to ensure seamless execution.
- Oversaw all incoming and outgoing communications, including mail, email, and faxes, ensuring timely, accurate, and efficient information flow across the organization.
- Prepared and distributed meeting materials, captured detailed notes, and shared key takeaways with stakeholders to drive effective follow-up and action.
- Led and executed special projects of varying complexity, including process improvements, cross-departmental initiatives, and client-facing deliverables, consistently meeting tight deadlines and aligning with organizational goals.
- Collaborated with key stakeholders to manage project timelines, deliver detailed progress reports, and enhance operational efficiency, contributing to the successful achievement of business objectives.
- Authored and edited executive reports and summaries strengthening organizational communication and engagement.
- Produced and managed a monthly marketing newsletter distributed to 3,500 subscribers, achieving a 62% click-through rate and delivering engaging content that strengthened brand visibility and fostered audience engagement.
- Streamlined office operations by implementing organizational systems and prioritizing tasks, significantly boosting team productivity and efficiency.
- Managed up to 10 concurrent projects, including marketing campaigns, client deliverables, and internal process improvements, using tools like Asana and Trello to track progress and meet deadlines.
- Proactively identified and resolved roadblocks, ensuring alignment with project goals and contributing to a 98% on-time delivery rate and consistent achievement of key performance metrics.
- Acted as a liaison between the president’s office, staff, board members, customers, suppliers, and external partners, fostering clear and effective communication.
- Supported policy development and implementation, ensuring alignment with company objectives and industry best practices.
- Developed and executed digital marketing campaigns across multiple platforms, driving measurable increases in customer engagement, brand visibility, and online presence.
- Monitored and adjusted marketing strategies based on real-time analysis of trends and competitor activity, ensuring sustained competitive advantage and optimized campaign performance.
- Created SEO-optimized content for blogs, landing pages, promotional materials, and social media, boosting brand awareness and audience engagement.
- Enhanced website content and optimized keyword strategies, increasing organic search rankings and web traffic.
- Leveraged emerging industry trends and technologies, refining campaign strategies to maximize reach, engagement, and conversion rates.
- Drove customer engagement through data-driven social media initiatives, aligning content strategies with audience preferences for greater impact.
- Conducted competitor analysis to identify backlink opportunities and strengthen SEO strategies, improving domain authority and search rankings.
- Implemented comprehensive SEO strategies, including on-page and off-page optimizations, significantly boosting website visibility and organic traffic.
EXECUTIVE ASSISTANT TO THE PRESIDENT
STARS HAZMAT CONSULTING
10.2013 - 12.2022
- Conducted market research and data analysis for consulting projects, providing insights into industry trends, competitor strategies, and consumer behavior.
- Captured and distributed detailed meeting minutes for senior leadership, sales, and business development teams, driving accountability and ensuring timely follow-up on action items.
- Generated and reconciled monthly invoices and financial reports using QuickBooks, ensuring accuracy and compliance with company policies.
- Developed, standardized, and regularly audited Standard Operating Procedures (SOPs), ensuring alignment with evolving industry standards, regulatory requirements, and company objectives.
- Produced polished documents, reports, and presentations with efficiency and attention to detail, leveraging advanced proficiency in the Microsoft Office Suite.
- Composed, edited, and proofread executive reports, summaries, newsletters, and high-level communications, ensuring clarity, professionalism, and error-free content that strengthened internal and external engagement.
- Led the planning and execution of annual conferences, monthly meetings, and corporate events, delivering seamless logistics and achieving consistently high stakeholder satisfaction ratings.
- Processed travel expenses and reimbursements for 15 members of the executive team and independent contractors, ensuring accuracy, timeliness, and adherence to corporate and federal guidelines.
- Streamlined and managed five executive schedules, coordinating meetings and travel arrangements to maximize efficiency and minimize conflicts.
- Maintained the highest standards of professionalism and trust by handling confidential and sensitive information with absolute discretion.
- Delivered actionable reports and strategic recommendations, supporting client decision-making and strengthening market positioning.
- Provided high-level business and hospitality support during meetings and events, ensuring a positive and seamless experience for all stakeholders.
- Designed and facilitated comprehensive training and onboarding programs, accelerating new hire readiness and aligning staff with company culture and policies.
- Collaborated closely with senior management to drive process improvements, launch new projects, and optimize team productivity and operational efficiency.
RECEPTIONIST
BELLI ACRES PEDIATRICS
01.2010 - 06.2013
- Protected client confidentiality by securely handling sensitive personal and financial information, ensuring full compliance with company privacy protocols and data protection regulations.
- Managed and updated executive and team calendars, scheduled client meetings, and coordinated daily office events to optimize time management for staff and leadership.
- Provided comprehensive administrative support, organizing documents, preparing copies, sending faxes, and adjusting schedules to accommodate shifting priorities and deadlines.
- Maintained a safe, professional, and welcoming reception area, overseeing cleanliness, managing access control, and promptly addressing security concerns.
- Greeted and directed an average of 250 visitors daily, ensuring they were efficiently routed to the appropriate personnel or departments, enhancing office workflow.
- Answered and routed approximately 300 calls and emails daily using a multi-line telephone system, delivering excellent customer service and ensuring timely follow-up on inquiries.
- Screened and verified visitor identification and purpose of visit, managing security procedures and maintaining a safe environment for staff and clients.
- Scheduled and coordinated physician appointments, ensuring proper timing, organization, and updates in the shared calendar system.
- Updated and maintained accurate client account records, ensuring all personal and financial information was current and correctly documented in the database.
- Coordinated express mail services (FedEx, UPS), managing pick-up, delivery, and tracking to ensure timely and secure transportation of time-sensitive packages.
- Investigated and resolved client complaints by actively listening, researching issues, and providing prompt and effective solutions, improving client satisfaction and reducing follow-up requests.
- Processed client payments and updated account balances in real time, maintaining accurate and up-to-date financial records for billing and accounting.
- Maintained comprehensive client profiles, recording changes in personal and financial information to ensure data integrity and accuracy.
MEDICAL SUPPLY SPECIALIST
UNITED STATES ARMY
05.1997 - 06.1998
- Disabled Veteran - 20% Honorable Discharge
Education
HIGH SCHOOL DIPLOMA -
BAYSIDE HIGH SCHOOL
Virginia Beach, VA01.1997
Skills
- Complex Problem Solving
- SOP Development and Implementation
- Process Improvement and Workflow Optimization
- Event Planning & Logistics Management
- CRM Systems Management
- Executive-Level Inbox and Schedule Management
- Project Management
- Leadership & Team Collaboration
Timeline
EXECUTIVE ASSISTANT
DELEGATE SOLUTIONS
01.2023 - Current
DIGITAL MARKETING MANAGER
STARS HAZMAT CONSULTING
12.2020 - 12.2022
EXECUTIVE ASSISTANT TO THE PRESIDENT
STARS HAZMAT CONSULTING
10.2013 - 12.2022
RECEPTIONIST
BELLI ACRES PEDIATRICS
01.2010 - 06.2013
MEDICAL SUPPLY SPECIALIST
UNITED STATES ARMY
05.1997 - 06.1998
HIGH SCHOOL DIPLOMA -
BAYSIDE HIGH SCHOOL
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