Dwayne A. Ward
Washington,DC
Summary
Results-oriented professional with over 8 years of experience in executive corporate coordination, administrative management, event planning, and marketing. Proven track record as a top performer, adept at managing diverse responsibilities while consistently exceeding established deadlines. Demonstrates effective collaboration with support staff and senior management, showcasing a high level of accuracy and efficiency. Recognized for reliability and respectfulness, possessing excellent organizational and interpersonal skills. A dedicated team member committed to delivering exceptional results in dynamic corporate environments.
Overview
6
6
years of professional experience
Work History
HR II - Meeting and Events Planner
Bechtel
06.2023 - Current
- Plan, execute, and oversee a diverse range of C-suite executive events, from concept to post-event evaluation.
- Manage all aspects of event logistics, including budgeting, vendor selection, global venue sourcing, executive global travel arrangements, attendee registration, and equipment rental.
- Monitor event timelines and milestones, ensuring all tasks are completed on schedule.
- Collaborate with marketing teams to develop event-specific promotional materials, ensuring consistent messaging and branding.
- Serving as the virtual producer for some of the Customer Based Leadership classes, running the slides, conducting polls, formulating the breakout rooms sessions.
- Created the annual events calendar, while considering factors such as event size, location, timing, and budget.
- Design event experiences that engage, educate, and entertain attendees while reflecting the company's values.
- Analyze post-event data and feedback to generate comprehensive reports, identifying areas of improvement and success.
- Developed a holistic global events strategy that supports the company's overall goals and brand identity.
Events, Manager
American College Of Nurse-Midwives
12.2022 - 05.2023
- Assisted the Director of Education in planning, preparing, executing, and staffing the Annual Meeting.
- Managed contracts with hotels, convention centers, registration companies, and special event companies in collaboration with the meetings consultant and Director of Education.
- Coordinated site visits and all on-site logistics
- Provided attendees with a seamless registration experience by keeping all information current and accurate.
- Assisted Executive Office staff with other events as needed, including travel, lodging and logistical support for meetings of the Board of Directors.
- Managed the registration process for the annual conference and other educational events (both in-person and virtual events) from start to finish, including serving as the primary contact for the registration vendor and supporting any additional vendors for customizations.
- Ordered all materials and supplies for conferences and meetings
- Contributed to social media outreach, content development and schedule management.
- Organized brainstorming sessions between cross-functional teams to develop strategy and creative ideas for future events.
- Coordinated florists, photographers, videographers, musicians, officiants and ceremony participants during rehearsals and pre-ceremony, ceremony and reception events.
- Supervised onsite team of caterers, audio-visual technicians, and facility management team.
- Developed and tracked event budgets
Assistant Manager, Events
Health Management Academy
08.2021 - 12.2022
- Serves as a senior point of contact for and manager of key Health Systems and industry account
- Manages logistics for all scale Academy meetings including negotiating hotel contracts, creating presentations to outline program objectives, ensuring operation needs align with the approved budget, coordinating meeting specifications with venues, selecting and approving menus, onsite logistical and registration management, and coordinating travel to include airfare
- Creates event registration websites using Cvent and similar programs
- Produces event invitations, coordinates arrival times with guests
- Manages staff event registrations (travel, lodging, itineraries, noting dietary restrictions, etc..)
- Evaluates cost projections for events and guest travel to ensure budgets are maintained and advise on most time and labor-saving options
- Utilizes critical thinking skills to quickly identify alternative courses of action when presented with challenges
- Assisted with creating and maintaining the Crowd Compass app which includes staff directories, personalized agendas, essential documentation, and other key components
- Partners with Forum Director to prepare presentations and other session materials for meetings and inclusion in the mobile app
- Assists Director, Meeting Services staff, and Event managers to prepare for all aspects of an onsite meeting including printing, verifying room set-ups, monitoring food & beverage, onsite attendee registration, etc.
- Provides weekly metrics capturing registration numbers to senior management
- Maintains meeting summary reports; including attendance statistics and key takeaways
- Serves as subject matter expert for coordination inquiries from Forum Directors, Accounting staff, and all other Academy employees
- Manages various tasks as assigned; additional duties may include preparing mailings, updating member directories, preparing and printing meeting supplies for shipment, shipping supplies, ordering meeting supplies, etc.
Executive Assistant /Event Coordinator
Greenspring
02.2019 - 09.2021
- Implemented corporate event planning remotely and on-site for large scale events with upwards of 100 guests.
- Fielded incoming calls for executive staff; managed calls with courtesy and passed on messages with accuracy
- Developed communications plans for each event to ensure efficient and timely promotion, including monitoring RSVP progress and outreach to maximize attendance
- Conducts on-site pre-consultation ahead of conferences to do final quality checks and ensure all contractual agreements are met
- Lead team of 7 administrative assistants in identifying optimal event settings for high-profile clients.
- Developed and implemented pre- and post-event communications
- Enforced and oversaw cost estimate guidance to ensure program adherence
- Oversaw accounting tasks including expense reports, invoices, and purchase orders
- Developed targeted audience outreach to drive event attendance resulting in a 25% quarterly increase
- Applied strong leadership and problem-solving skills to improve team efficiency and organize workflows to meet any daily demand
- Managed executive and client agendas to ensure that efforts were aligned with strategic growth and development goals
- Organized envelopes, postage and mail correspondence for staff and senior management, maintaining postage meter and coordinating with delivery and courier services.
- Orchestrated over 30 successful conferences, including associated travel for all speakers and attendees, facilities and support services.
Social Events Supervisor
JBG Smith
11.2017 - 02.2019
- Coordinated and implemented all aspects of assigned events and conferences including but not limited to: site selection, contract negotiations, scheduling site visits, meeting logistics, a/v, lodging, food and beverage, travel arrangements, reasonable accomodations, communications with vendors and invoice reconciliation
- Completed weekly reports for budget evaluation on food, beverage, rentals, and vendors
- Planned, organized, and executed large and small scale events throughout the year
- Oversaw talented team of 6 by actively communicating project requirements, remedying issues and delivering positive feedback
- Managed post-event reconciliation including payments, final budget, and expense reports
- Coordinated all logistical planning for all events
- Coordinated supplies, set schedules and delegated assignments to keep team on target and achieve productivity goals
- Trained, coached and motivated staff to maintain high performance levels
- Handled post-event reporting and other post-event activities.
Education
Bachelor of Science - Marketing
Virginia State University
Petersburg, VA05.2015
Skills
- MS Office Suite: Excel, Word, Publisher, Outlook
- Event Production & Management
- Event Management Software: CVENT, EMS, Tripleseat
- G Suite: Docs, Sheets, Slides, forms
- Project Management/Leadership
- Proficient with CRM systems
- Multi-Line Phone Proficiency
- Process optimization, Typing speed: 80 WPM
- Budgeting & Cost Controls, Expense reporting
- Social Media Marketing: Twitter, Instagram, Snapchat, Facebook, Zoom
- Graphic Design: Canva, Adobe Illustrator
- Strategic & Contingency Planning
- Vendor Negotiations
- Ability to manage time efficiently, handle multiple tasks, and negotiate contracts
- Administrative support, Advanced Clerical Knowledge
Timeline
HR II - Meeting and Events Planner
Bechtel
06.2023 - Current
Events, Manager
American College Of Nurse-Midwives
12.2022 - 05.2023
Assistant Manager, Events
Health Management Academy
08.2021 - 12.2022
Executive Assistant /Event Coordinator
Greenspring
02.2019 - 09.2021
Social Events Supervisor
JBG Smith
11.2017 - 02.2019
Bachelor of Science - Marketing
Virginia State University