Mary Sullivan
Semora,NC
Summary
A creative, highly collaborative, and results-oriented professional with more than ten years of varied and progressive work experience with a focus in HR management, administration, as well as project and event management (from concept to development to implementation). Highly effective communicator with outstanding interpersonal skills and the innate ability to foster a positive culture among cross-functional groups. Current member of the Society of Human Resource Management (SHRM).
Overview
13
13
years of professional experience
1
1
Certification
Work History
Executive Assistant to the President
AVERETT UNIVERSITY
05.2023 - Current
- Responsible for the smooth operation of the Office of the President
- Coordinate all logistics of the President's Calendar, Travel, Presidential residence and office
- Liaison between the President and Senior Staff
- Coordinated high-level events with meticulous attention to detail, fostering strong relationships with clients and partners.
- Collaborated with cross-functional teams to achieve project milestones on time and under budget.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and President' Council.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Worked with senior management to initiate new projects and assist in various processes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Point of Contact with the University's Board of Trustees
- Draft and oversee communication from the President's Office including agendas, Board Books, emails
- Encourage and facilitate collaboration across various departments within the University
- Create itineraries, schedule, and facilitate interviews, and campus visits
- Process the onboarding and offboarding of the President's direct reports
- Facilitate contract processing and manage confidential personnel information
- Collaborate with staff council and Human Resources regarding employee engagement and recognition
- Facilitate yearly evaluations and assist with succession planning
- Manage Presidential community involvement
- Large-scale high-level event planning
- Compliance coordination
- Budget allocation
- Project Management
- Time management.
- Enhanced executive efficiency by managing and prioritizing the President''s daily schedule, appointments, and travel arrangements.
- Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
- Facilitated seamless communication between the President and key stakeholders, ensuring timely responses to emails and phone calls.
- Organized and coordinated conferences and monthly meetings.
- Served as a trusted liaison between the President's office and internal departments, facilitating efficient collaboration on projects and initiatives.
- Prepared comprehensive briefing materials for meetings, enabling informed decision-making by the President.
- Provided exceptional customer service when interacting with external clients or partners building positive rapport on behalf of the President.
- Increased overall productivity by skillfully handling multiple tasks simultaneously while adhering to tight deadlines consistently.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Handled confidential and sensitive information with discretion and tact.
- Screened calls and emails and responded accordingly to support executive correspondence.
Human Resources Communication and Project Assistant
ELON UNIVERSITY
08.2022 - 05.2023
- Managed internal and external communication for the Office of Human Resources
- Drafted communication plans for various Human Resources projects, working with project managers directors, and consultants aiding in project progression
- Created monthly HR newsletter that is shared with the University community using InDesign software
- Managed changes and updates to the HR website (WordPress)
- Created PowerPoint presentations for meetings
- Member of the University Campus Event Committee and Elon Branding Committee
- Staff Appreciation Day lead
- Managed Vice President of Human Resources complex calendar
- Collaborated with all facets of HR from onboarding to offboarding
- Represented HR in campus-wide meetings
- Budget oversight
- Scheduled and managed staff meetings
- Coordinated with various departments across campus
- Agenda preparation.
- Completed multiple tasks simultaneously to optimize project completion.
- Maintained a high level of accuracy in all project documentation, ensuring consistency and clarity throughout the lifecycle of projects.
- Enhanced team communication by organizing and maintaining accurate documentation of meeting notes, action items, and followups.
- Contributed to successful project outcomes by providing comprehensive administrative support to the team.
- Provided assistance with preparation of project-related reports, manuscripts and presentations
- Performed work according to project schedules and established quality standards.
- Increased stakeholder satisfaction with efficient coordination of project meetings, presentations, and workshops.
- Strengthened working relationships between team members with effective collaboration on tasks and open communication channels.
Special Assistant to the Provost
ELON UNIVERSITY
07.2021 - 07.2022
- Served as the point of contact for the Provost office, managing day to day and long-range planning to move academic and institutional priorities forward
- Managed communication on behalf of the Provost, collaborating with various constituents across campus including but not limited to Elon's six schools
- Collaborated with senior administrators; Deans; President's office staff and Provost office staff
- Assisted academic council, Provost and President with Faculty Meeting preparation, and documentation
- Managed complex calendars
- Assisted with the implementation of new initiatives and project management progression
- Reviewed internal and external communication requiring the Provost's signature
- Prepared Provost for internal and external meetings, and University signature events
- Coordinated the Academic Affairs Committee meetings of the Board of Trustees in conjunction with the President's Office
- Compiled and drafted Board of Trustee reports and presentations for the Provost's review and presentation
- Prepared agendas for several academic meetings
- Assisted with the coordination of internal searches
- Planned and attended Provost events
- Reconciled credit card activity/budget oversight
- Member of the Presidential Communications monthly meeting
- Hired, trained, and supervised the Provost Office student workers, (staff of 8)
- Served as de-facto office manager.
Executive Assistant to the Vice President for Academic Affairs and Student Success
AVERETT UNIVERSITY
02.2015 - 06.2021
- Worked directly with the Vice President for Academic Affairs and Student Success handling a variety of key tasks from calendaring to credentialing new faculty to preparing internal and external correspondence, including confidential and sensitive workplace issues
- Worked extensively with cross-functional departments on hiring and onboarding matters, including Human Resources; Office of the President; CEO; Institutional Advancement; Dean of Students; Registrar; Admissions; and Student Success Center
- Collaborated with stakeholders on university problems to determine appropriate solutions and action
- Conducted hiring and onboarding activities for new faculty and help process new hires in accordance with University policies, including, but not limited to: Posting positions, Obtaining, verifying, and assessing candidate qualifications, Vetting resumes to identify qualified candidates, Scheduling interviews, Background checking and I-9 Initiation, Generating employee contracts, Preparing offer letters and contracts
- Served as Event Manager responsible for successfully orchestrating large-scale events each academic year including the program designs, invitations, managing staff, facilities, and event catering
- Handled special projects, such as establishing procedures related to the handling of the aftermath of natural disasters as well as providing frontline assistance during the COVID-19 pandemic
- Supervised two full-time staff members who are responsible for providing administrative support to both the local and regional faculty
- Coordinated on-campus faculty visits including arranging associated travel/lodging as well as developing itineraries
- Tracked and reviewed the budgets of the Vice President's direct reports for discrepancies or issues
- Prioritized employee inquiries, addressed to the Vice President's office to ensure the most critical issues or concerns are quickly processed
- Assimilated information concerning student/parent issues and take appropriate actions, as required
- Dispersed information on calendars, meetings, events, and academic and university policies to the appropriate faculty, staff, and community for appropriate action using a variety of methods
- Acted as point of contact for SACSCOC (Southern Association of Colleges and Schools Commission on Colleges) accreditation visits
- Supervised 'work-study' students providing guidance on career readiness.
Administrative Assistant/Office Manager
SULLIVAN CHIROPRACTIC
09.2013 - 03.2015
- Oversaw the daily operations of the office, including, but not limited to: Supervising employees and scheduling work share and tasks
- Processing insurance payments and reviewing patient plans
- Planned and carried out meetings to ensure agenda topics were organized and addressed accordingly, including patient care assessment, new business initiatives (i.e., care credit)
- Monitored all company inventory to ensure the office was adequately always equipped with essential supplies
- Regularly conducted thorough analyses of accounts receivable/accounts payable to ensure accuracy of financial data
- Effectively controlled the release of patient proprietary and confidential information in accordance with HIPAA regulations.
Administrative Assistant to the Pastor/Coordinator of Religious Education for Children
SACRED HEART CATHOLIC CHURCH
02.2011 - 06.2013
- Assisted the pastor with his calendar and appointments, correspondence (including controlling the release of confidential information), as well as setting up meetings
- Successfully led key projects that resulted in the growth of the religious education department resulting in a 70% increase in the student population and overall higher attendance in parishioners
- Served as a Safe Environment Trainer under the VIRTUS Program, including recruiting staff and volunteers, and training them on the protocols and policies associated with this important program
- Documented and recorded parishioners' financial donations into a database program
- Reviewed and provided comments on the adequacy of documentation, such as registering people in the parish, registering students for religious education, as well as disseminating important news bulletins to all constituents
- Prepared the weekly parish bulletin, which entailed compiling information from various community sources as well as distributing daily and weekly emails to these communities
- Created and posted electronic and traditional displays regarding upcoming events
- Successfully managed several large-scale annual events for the church/school community.
Education
Bachelor of Arts Degree - History
Adelphi University
Garden City, NYParalegal Certificate -
Meredith College
Raleigh, NCSkills
- Hiring/onboarding experience/Credentialing experience
- Excellent leadership skills
- Financial records & budget management
- Event Planning & Coordination
- Training and employee development
- Customer service focused with proven results
- Adept at team building
- Ability to multi-task with agility and accuracy
- Highly effective supervisory skills
- Strong oral and written communications
- Excellent organizational and decision-making skills
- Community and civic-minded
- Project management
- Microsoft Office Suite: Outlook, Word, Excel, PowerPoint/Presentation Development
- Office Administration/Executive Support
- Calendar Management/Travel Planning
Certification
- Society for Human Resource Management Certification
- Diversity and Inclusion Certificate, Cornell University
- Business Communication Certificate, Cornell University
Event And Project Management
- Brainstorming and implementing event plans and concepts
- Handling budgeting and invoicing
- Liaising and negotiating with vendors
- Handling logistics
- Managing branding and communications to stakeholders
- Establishing procedures and protocols
- Conducting post-event reporting
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Executive Assistant to the President
AVERETT UNIVERSITY
05.2023 - Current
Human Resources Communication and Project Assistant
ELON UNIVERSITY
08.2022 - 05.2023
Special Assistant to the Provost
ELON UNIVERSITY
07.2021 - 07.2022
Executive Assistant to the Vice President for Academic Affairs and Student Success
AVERETT UNIVERSITY
02.2015 - 06.2021
Administrative Assistant/Office Manager
SULLIVAN CHIROPRACTIC
09.2013 - 03.2015
Administrative Assistant to the Pastor/Coordinator of Religious Education for Children
SACRED HEART CATHOLIC CHURCH
02.2011 - 06.2013
Bachelor of Arts Degree - History
Adelphi University
Paralegal Certificate -
Meredith College
- Society for Human Resource Management Certification
- Diversity and Inclusion Certificate, Cornell University
- Business Communication Certificate, Cornell University
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