Event and Wedding Planning
Kayron Bibbs-Newman
Memphis,TN
Summary
Detail-oriented and well-organized professional with 20+ years of experience in executive assistance, general administration, management operations, event planning, financial oversight, and cross-functional coordination.
• Proficient at managing executive calendars, coordinating meetings and events, and streamlining office processes to provide administrative support for executive leaders and enhance organizational efficiency.
• Excels at utilizing efficient technology solutions and leveraging excellent management acumen to optimize administrative operations, maintain documents, and achieve the best possible outcomes across diverse industries.
• Adept at executing essential assignments/projects and coordinating large-scale events by leveraging exceptional organizational skills, attention to detail, and proactive problem-solving abilities.
• Demonstrated success in overseeing budget management, directing executive correspondence, and fostering positive workplace culture through morale-building and collaborative initiatives.
Overview
20
20
years of professional experience
Work History
Senior Administrative Assistant
Talos Consulting | Assignment at Nike, Shelby Distribution Center
Memphis , TN
2023.01 - Current
- Provides high-level administrative support to general manager, assistant general manager, and directors, at Nike's second largest distribution center in North America with nearly 2000 staff members.
- Created standardized process to easily execute quarterly meetings with nearly 2000 employees in attendance including creating a standardized itinerary for equal distribution of information across all shifts, planning for entertainment, food and beverages and logistics of event.
- Saved Nike nearly 20% of their previous years budget on quarterly events by finding multiple cost saving measures without losing the quality of the event.
- Created a process of organizing and collecting information from focus groups on each shift to collect feedback for senior leadership.
- Manages a up to 175 one-on-one meetings each quarter for the Assistant General Manager to collect feedback from mid-level managers.
- First point of contact for urgent distribution center needs and locates the correct staff members to address any issues and achieve goals.
Executive Assistant
Memphis Area Legal Services, Inc.
Memphis , TN
2018.01 - 2023.01
- Responsible for assisting senior leaders on compliance with primary federal funding source of approximately $3 million.
- Managed donor database of approximately 4000 members within the regional legal community.
- Maintained complex CEO calendar that included monitoring compliance of approximately 20 grants, including tracking reporting and reapplication deadlines.
- Organized annual fundraising gala with a budget of nearly $45k and 200 guests primarily from the legal community.
- Developed strong relationships with local vendors leading to improved contract terms resulting in cost savings for the organization.
- Created marketing materials for fundraising and educational events.
- Managed staff mandatory training including scheduling, creating agendas and tracking completion.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Served as a liaison between departments to facilitate effective communication throughout the organization.
- Coordinated networking events for staff members, promoting team-building activities and boosting morale within the workplace.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Facilitated training and onboarding for incoming office staff.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Used advanced software to prepare documents, reports, and presentations.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Enhanced efficiency of meeting outcomes by preparing detailed minutes and action items.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors.
Senior Administrative Secretary
University of Memphis
Memphis , TN
2013.01 - 2018.01
- Provided administrative support to the Associate Dean of the College of Communication and Fine Arts.
- Administered promotion and selection of nearly 120 donor-funded scholarships.
- Planned and executed 4 annual events with up to 150 faculty and staff members including the Retired Faculty Luncheon, Staff Appreciation, faculty orientation and holiday party.
- Scheduled bi-monthly meetings for the College Council for Graduate Studies and Research including scheduling, taking minutes, organizing annual curriculum review and ensuring compliance with university policies.
- Organized and attended graduate recruiting events on behalf of the College.
- Provided students and faculty members of university policies and procedures.
- Categorized and securely processed sensitive documents with information of deeply personal nature or corporate sensitivity.
- Supported long-standing professional relationships and established strategic ones, creating favorable conditions for enduring partnerships.
- Organized and maintained comprehensive filing systems, allowing for easy retrieval of important documents and efficient recordkeeping.
- Elevated the quality of written communications by proofreading documents for grammar, spelling, and formatting errors prior to distribution or publication.
- Demonstrated adaptability by stepping in to support various departments as needed, showcasing versatility and willingness to contribute to overall success.
- Served as a reliable point of contact for both internal employees and external stakeholders by promptly addressing inquiries or concerns with professionalism and diplomacy.
- Supported executive team members by managing calendars, arranging travel itineraries, and coordinating event logistics, ensuring seamless scheduling and organization.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Volunteered to help with special projects of varying degrees of complexity.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Program Coordinator
University of Washington, School of Medicine
Seattle , WA
2008.08 - 2010.08
- Provided administrative support to the program director, residents, and faculty members in addition to managing compliance with the ACGME policies and requirements.
- Served as pivotal liaison between Seattle Children's Hospital, University of Washington faculty, residency program director, residents, and off-site clinical rotation directors.
- Coordinated departmental grand rounds and managed logistics for residency program graduation and social events
- Planned and organized events and meeting including up to 150 didactic sections and workshops for Child Psychiatry Residents.
- Managed recruitment process for new residents, including processing applications, organizing faculty review, extending offers, managing contracts and verifying credentials.
- Facilitated regular meetings with team members to discuss progress updates, address challenges, and brainstorm solutions for ongoing success.
- Provided exceptional customer service to program participants through prompt response times and attentive assistance with inquiries or concerns.
- Managed budgets and resources for successful execution of multiple programs simultaneously.
- Developed effective communication strategies for improved collaboration among team members, resulting in increased productivity.
- Planned extensive departmental call schedule.
- Coordinated with multiple departments to ensure seamless execution of events, leading to enhanced operational efficiency.
Student Affairs and Fellowships Assistant
Harvard University Graduate School of Arts And Sciences
Cambridge , MA
2006.07 - 2008.06
- Served as Assistant to Deans of Student Affairs and Director of Fellowships providing complex administrative support on a variety of student related initiatives to approximately 4500 graduate students.
- Managed promotion, application collection and faculty review of 6 competitive fellowships.
- Coordinated Summer English Language Program on behalf of Associate Dean and Dean of Student Affairs including selection of approximately 80 incoming international graduate students including managing communication with legal office regarding visas, tracking required documentation, transportation from home country to Cambridge, and as primary contact for students questions.
- Contributed to a positive work environment with strong interpersonal skills and proactive teamwork attitude.
- Greeted guests in with friendliness and professionalism.
- Answered incoming phone calls to process requests, transfer calls, or relay messages to appropriate personnel.
- Safeguarded sensitive information through proper documentation handling, data entry, and record maintenance procedures.
- Demonstrated adaptability by quickly mastering new software applications for various tasks.
- Expedited project completion times due to ability to multitask effectively under tight deadlines.
- Enhanced meeting productivity by preparing detailed agendas and taking comprehensive minutes for future reference.
- Elevated executive productivity, managing complex calendars and arranging travel itineraries.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Proofread and edited documents for accuracy and grammar.
Education
Master of Science - Leadership And Policy Studies
University of Memphis
Memphis12.2024
Bachelor of Arts - English
University of Mississippi
University, MS05.1999
Skills
- Executive support experience
- Project Coordination Expertise
- Expert Time Management
- Event Planning and Management
- High-Level Multitasking
- Presentation Development
- Human Resources Support
- Excellent Communication Ability
- Writing reports
- Meeting Support
- Effective problem solving
- Strong Organizational Abilities
- Correspondence Writing
Interests
Live Music
Learning to cook various cuisines
Timeline
Senior Administrative Assistant
Talos Consulting | Assignment at Nike, Shelby Distribution Center
2023.01 - Current
Executive Assistant
Memphis Area Legal Services, Inc.
2018.01 - 2023.01
Senior Administrative Secretary
University of Memphis
2013.01 - 2018.01
Program Coordinator
University of Washington, School of Medicine
2008.08 - 2010.08
Student Affairs and Fellowships Assistant
Harvard University Graduate School of Arts And Sciences
2006.07 - 2008.06
Master of Science - Leadership And Policy Studies
University of Memphis
Bachelor of Arts - English
University of Mississippi
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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