DEBORAH S. JACKSON
Ponte Vedra Beach,FL
Summary
Desire challenging executive administrative position that utilizes my personal skills in office management, organization, communication, confidentiality, time management; ability to prioritize, work independently, and provide superior customer service. Demonstrated capacity to provide comprehensive support for executive-level staff including scheduling meetings, coordinating travel, and effectively managing all essential tasks. Adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives. Highly focused and results-oriented in supporting complex, deadline-driven operations; able to identify goals and priorities and resolve issues in initial stages. Proficient in Microsoft XP Office System, which includes Word, Excel, Access, Power Point, and Microsoft Project. Experience with developing presentations using computer software. Proficient in the use of multiple database systems, both for use with fundraising, conference planning, and registration services, as well as The College of William and Mary Banner system and the eVA purchasing system for the Commonwealth of Virginia.
Overview
17
17
years of professional experience
Work History
Executive Assistant
THE COLLEGE OF WILLIAM AND MARY FOUNDATION
WILLIAMSBURG, VIRGINIA
01.2006 - 12.2010
- Organized and coordinated all board meetings for the Foundation to include preparing agenda books, audio/visual set-up, invitations and responses
- Worked in the office for the vice president for university development and served as executive receptionist greeting high-level executives and donors
- Worked with all the offices of the college president, vice presidents and deans
- Maintained secure web page for the Foundation/ providing updates as needed
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Created expense reports, budgets and filing systems for management team.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
- Answered high volume of phone calls and email inquiries.
Office Manager
THE COLLEGE OF WILLIAM AND MARY
Williamsburg, Virginia
01.2004 - 01.2006
- Perform administrative and conference planning functions for institute of higher learning
- Perform a variety of administrative duties requiring extensive knowledge of organizational policies and procedures, confidentiality, time management, problem-solving skills and initiative
- Perform all accounting functions for operation
- Coordinated seminars for the National Planned Giving Institute
- Independently developed and managed registration services databases for conference groups requiring such, which varies in size from 50 to over 800 registrations
- Manage all office functions, including supervision of student staff
- Serve as the database administrator for operation
- Maintained computer and physical filing systems.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Optimized organizational systems for payment collections, AP/AR, deposits and recordkeeping.
- Managed office operations while scheduling appointments for department managers.
- Managed budgets, appointment scheduling, employee and event itineraries and accounts to improve productivity initiatives.
- Compared vendor prices and negotiated for optimal savings.
- Developed standard operating procedures for all administrative employees.
- Prepared meeting materials and took clear notes to distribute to stakeholders.
Administrative Assistant
THE COLLEGE OF WILLIAM AND MARY
Williamsburg, Virginia
01.2002 - 01.2004
- Served as Administrative Assistant and performed meeting planning functions for the National Planned Giving Institute
- Provide high-level customer service to Institute faculty, participants, and vendors
- Assisting the director of the National Planned Giving Institute and the director of administration in preparation and organization for seminars offered to planned giving executives from non-profit organizations
- Summarized all seminar evaluations and distributed to appropriate faculty
- Summarized all seminar evaluations and distributed to appropriate faculty
- Designed all new forms required for the Institute
- Maintained all continuing education units and speaker session databases
- Institute liaison between office and hotels/conference centers
- Designed all new forms required for the Institute
- Maintained all continuing education units and speaker session databases
- Institute liaison between office and hotels / conference centers
Office Manager / Administrative Assistant
JAMESTOWN-YORKTOWN FOUNDATION
Williamsburg, Virginia
01.1999 - 01.2002
- Provide all administrative support for chief development officer, major gift officers, and director of the annual fund in this successful fundraising organization which manages Jamestown Settlement and Yorktown Victory Center
- Oversaw a wide variety of administrative functions, supporting all director-level projects requiring an extensive knowledge of organizational procedures
- Served as liaison between development office and executive office of the Foundation
- Coordinated six annual Board of Directors Development Committee meetings and publish minutes
- Coordinated and managed major donor and cultivation events
- Processed donor gifts and prepared acknowledgements
- Prepared all briefing books and PowerPoint presentations to be used in marketing to donors Coordinated all travel arrangements for staff
- Scheduled office meetings and client appointments for staff teams.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Monitored supervisor's work calendar and scheduled appointments, meetings and travel.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
Executive Assistant
DORAL GOLF RESORT AND SPA
MIAMI, FLORIDA
01.1998 - 01.1999
- Provide high-level administrative support to vice president/chief financial officer of resort, directed day-to-day office operations, providing fundamental support to executive office
- Processed monthly profit and loss statements to members of the executive committee and officers of the corporation
- Coordinated all staff actions between directors and department managers
- Set-up logistics for monthly executive committee and finance committee meetings
- Processed all payments received by resort from conference groups
- Served as customer service representative for the executive office to resort guests and conference groups
- Handled all administrative support for director of finance, controller, director of purchasing and director of systems support
- Scheduled all meetings between corporate staff and resort staff
- Organized and coordinated conferences and monthly meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
Assistant to the Vice President
UNIVERSITY OF NORTH FLORIDA
JACKSONVILLE, FLORIDA
10.2018 - 03.2019
- High level of internal interaction with university senior-level administration, including university president, vice presidents and deans
- Frequent external contact with Foundation Board members, donors, prospective donors and community leaders
- Coordinate the implementation and administration of departmental processes and/or programs
- Assist the vice president of university development and alumni relations with the development and implementation of departmental processes and/or programs
- Aids with financial analysis of department budgets
- Process all expense reimbursements and invoices for the office of the vice president of university development and alumni relations
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed filing system, entered data and completed other clerical tasks.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Answered multi-line phone system and transferred callers to appropriate department or staff member.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
Executive Assistant
THE CHURCH OF ELEVEN22
JACKSONVILLE, FLORIDA
03.2019 - Current
- Manage the office of the Board of Elders and closely liaison with the office of the Lead Pastor
- Serve as the liaison, communications conduit between the Elder Board and CoE22 directors (executive leadership team and directional leadership team) and their staff as well as members of the congregation
- Support the Elder Board by productively and efficiently coordinating and communicating meetings/appointments, providing administrative support, representing the Elder Board positively with congregants or community interactions
- Managing all travel, budgets, expenses, schedules of the Elder Board. Track monthly budget reports and take the lead in the budget preparation
- Strong attention to detail working in a fast-paced environment with nine active members of the Elder Board
- Manage the agenda preparation process and supporting materials for all monthly Elder Board meetings. Take and transcribe minutes from each Elder Board meeting, posting them to the SharePoint drive for access by the Elder Board
- Timely delivery of decisions made and actions taken from the Elder Board meetings as defined by the Elder Board Chairman
Education
Communications (2.5 Years of Study) -
East Tennessee State University
Johnson City, TNHigh School Diploma - Office Administration
Unicoi County High School
Erwin, TNHigh School Diploma -
Unicoi County High School
Erwin, TNSkills
- Reports and Financial Statements
- Correspondence and Memos
- Video Conferencing Software
- Meeting Agenda Preparation
- Executive Schedule Management
- Administrative Oversight
- Records Management Databases
- Calendar and Scheduling Software
- Event Calendar Management
- Confidentiality and Discretion
- Raiser's Edge
- Executive Travel
- Special Event Projects
- Advanced MS Office Suite Proficiency
- Executive Calendars
Timeline
Executive Assistant
THE CHURCH OF ELEVEN22
03.2019 - Current
Assistant to the Vice President
UNIVERSITY OF NORTH FLORIDA
10.2018 - 03.2019
Executive Assistant
THE COLLEGE OF WILLIAM AND MARY FOUNDATION
01.2006 - 12.2010
Office Manager
THE COLLEGE OF WILLIAM AND MARY
01.2004 - 01.2006
Administrative Assistant
THE COLLEGE OF WILLIAM AND MARY
01.2002 - 01.2004
Office Manager / Administrative Assistant
JAMESTOWN-YORKTOWN FOUNDATION
01.1999 - 01.2002
Executive Assistant
DORAL GOLF RESORT AND SPA
01.1998 - 01.1999
Communications (2.5 Years of Study) -
East Tennessee State University
High School Diploma - Office Administration
Unicoi County High School
High School Diploma -
Unicoi County High School
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