Jessica Babcock
San Antonio,TX
Summary
Adaptable professional with 15 years of work experience and proven knowledge of leadership, problem-solving, and workflow prioritization. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
15
15
years of professional experience
Work History
Executive Assistant
Community Bible Church
San Antonio, TX
08.2021 - Current
- Provide executive-level administrative support to executive directors and coordinators
- Screened calls and emails and responded accordingly to support executive correspondence
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Used advanced software to prepare documents, reports, and presentations
- Coordination of event logistics such as: Reserving venue space on/off campus, Manage event supply lists, timelines, and layouts Create deliverables including invitations, handouts, signage, slide presentations Recruiting, training, and maintaining relationships with event volunteers Handling event communications with both registrants and volunteers Collaborating with other internal departments and local non profit organizations Develop and maintain strong relationships with local vendors including printing companies, wholesale suppliers, restaurants/caterer, florist, and event venues
- Assist in creating budgets, negotiation of contracts, and payment of invoices
- Research and order all event materials and supplies, ensuring we stay on budget and are good stewards of what is given to us Arrange travel and accommodations for executives, directors, international partners and guests
- Supported business and hospitality needs of corporate partners and staff during meetings and company events
- Screened calls and emails and responded accordingly to support executive correspondence
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
Volunteer Project Manager
ONE&ALL Church
San Dimas, CA
01.2017 - 07.2021
- Coordinated the planning and implementation of projects as well as manage the project tasks and deliverables
- Led meetings to detail project milestones, brainstorm ideas and determine appropriate techniques to manage tasks
- Delegating project tasks to team members best suited to complete them
- Performed quality control on the projects to maintain the standards expected including church branding, while identifying gaps across projects, and strategies and recommended resolution methods
- Adjusted schedules and targets on the project as needed to assure project completion on time
- Tracked expenses, budget and reported project progress to the church outreach team
- Worked within deadlines with minimal supervision.
Front Desk Administrator
- Greeted visitors and customers upon arrival, offered assistance, and answered questions to build rapport and retention
- Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel
- Address questions regarding upcoming events and church related questions
- Resolve escalated complaints and answer questions regarding policies and procedures
- Displayed pleasant and professional voice and demeanor, positively representing organization
- Improved front desk team performance through: Training employees in job-specific tasks Creating and maintaining the front desk policies and procedures manual
- Working with department admins to always have current information on upcoming events, to allow the reception team to provide the most up to date information about event registration, cost, time, location, etc
- Implemented a culture of asking leading questions when taking a call to minimize the instances of unnecessarily transferred calls
- Handled frequent work process interruptions with flexibility and poise
- Managed organization wide calendar, communicating with all ministries, adding and editing events as needed
- Replied to all organization website inquiries, within a standardized 24 hour period.
Cafe Administrative Assistant
- Administrative tasks of calendar management, department financials, staff scheduling
- Assist in interviewing potential Cafe staff and team members, and work as Cafe support staff as needed
- Created and updated inventory system, ordering guides, effective hospitality budget models
- Created menus, signs and graphic design for the cafe and their special events
- Coordinated and executed Special Events/All Church Events ensuring cohesivity on all campuses
Campus Coordinator
- Lead and assist in preparations for major ministry activities, initiatives, and events
- Maintain and update the Campus calendar, and schedule necessary rooms
- Submit requests as they relate to the Campus, including purchase requests, check requests, facilities requests, communication requests, and printing requests
- Assisted Campus Pastor in recruiting and scheduling team members for various roles on the campus
- Works with Teams Leads to make certain that service elements are met each weekend
- Receptionist
- Welcomed visitors by greeting them, in person or on the telephone; answering or referring inquiries
- Provided callers with information such as church address, directions to the location, fax numbers, website, events and other related information
- Managed Chatra - online chatting with website (heavy typing)
- Coordinated the distribution of prayer requests to staff, chaplains and prayer team
- Support other ministry teams with administrative tasks
Skills
- Scheduling
- Project Oversight
- Expense Reporting
- Customer Service
- Strategic Planning
- Travel administration
- Office Management
- Database Management
- Meeting planning
- Administrative Support
Timeline
Executive Assistant
Community Bible Church
08.2021 - Current
Volunteer Project Manager
ONE&ALL Church
01.2017 - 07.2021