Melissa Shealy
Columbia,SC
Summary
Dynamic event planner/Administrative Assistant with proven expertise at Pin-High Visions-Buck Ridge Plantation, excelling in logistics and management. Renowned for exceptional communication and attention to detail, I successfully coordinated large-scale events, enhancing guest experiences and ensuring seamless execution through effective time management and strategic planning.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Event Planner/Administrative Assistant to the General Manager
Pin-High Visions
Neeses, SC
08.2011 - Current
- Coordinated logistics for events, ensuring all details were organized and efficient.
- Assisted in creating event timelines to streamline planning processes.
- Communicated with vendors to secure services and manage contracts effectively.
- Organized materials and supplies for events, maintaining inventory lists.
- Supported team meetings by preparing agendas and taking detailed notes.
- Collaborated with clients to understand their vision and requirements for events.
- Managed event registration processes, ensuring smooth guest check-in experiences.
- Helped with end-to-end event planning process through meetings, walk-throughs and day-of execution.
- Organized catering services by selecting menu items, negotiating prices, ordering food and beverages, setting up buffet areas.
- Developed detailed event plans and timelines to ensure successful execution of events.
- Collaborated with leadership and colleagues to coordinate staffing for each event.
- Scheduled and attended pre-event meetings with clients to discuss event details and objectives.
- Created floor plans, seating arrangements, and other visuals as needed for each event.
- Coordinated and managed vendors for events, ensuring all vendor requirements were met in a timely fashion.
- Handled customer service inquiries related to specific events or venues.
- Monitored guest satisfaction levels throughout the duration of an event.
- Liaised between clients and company to verify contract fulfillment.
- Handled client questions and concerns via different communication channels to deliver exceptional customer service.
- Initiated post-event evaluations to assess success levels of events.
- Conducted onsite inspections prior to events to identify any potential issues or risks.
- Led site walk-through and meetings prior with staff to discuss checklists and delegate assignments.
- Resolved unexpected issues and emergencies during events, maintaining poise and ensuring participant satisfaction.
- Conducted pre-event site visits, assessing venue suitability and identifying potential logistical challenges.
- Coordinated and executed over XX large-scale events annually, including logistics, vendor management, and attendee experience.
- Developed and maintained event timelines, ensuring all tasks were completed on schedule.
- Utilized event management software to track registrations, payments, and attendee feedback for continuous improvement.
- Established and maintained relationships with key stakeholders, including vendors, sponsors, and community leaders.
- Facilitated post-event evaluations with clients and internal teams, gathering feedback to inform future event planning.
- Designed event themes and coordinated decorations, audio and visual equipment, and promotional materials to enhance event atmosphere.
- Implemented sustainability practices in event planning and execution, reducing environmental impact.
- Worked with professional and trade associations to create memorable and successful events.
- Chose facilities, inspected spaces and planned set up and execution to exceed client expectation.
- Organized guest support services for guests to meet accommodation, transportation and service needs.
- Supported accurate financial recordkeeping by closely checking bills and approving payments.
- Documented events with details in customer preferences, financial considerations and successes and failures.
- Coordinated communication between departments to ensure smooth operations.
- Assisted in preparing reports and presentations for executive meetings.
- Organized office supplies and maintained inventory levels efficiently.
- Handled incoming correspondence and directed to appropriate staff members.
- Maintained filing systems to ensure easy access to important documents.
- Developed and maintained filing systems to ensure accurate records management.
- Greeted visitors to the office and provided general administrative support when needed.
- Maintained confidential records related to personnel files, contracts, financial information.
- Prepared expense reports for reimbursement requests submitted by employees or vendors.
- Answered and managed incoming calls from customers, vendors, and other staff members.
- Compiled data for various projects and reports requested by the General Manager.
- Facilitated communication between departments within the organization as directed by management.
- Proofread content for typo-free emails and documentation.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Managed daily office operations and maintained office supplies inventory, ensuring efficient workplace functionality.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Responded to customer issues to provide immediate resolution and improve retention.
- Coordinated catering services for various functions, including sales trainings and department meetings.
- Trained staff for Event Planner position at sister property, also owned by Pin High Visions.
- Planned and oversaw several events at sister property.
Education
Parks, Recreation, Tourism Management
Clemson University
Clemson, SCSkills
- Time management
- Communication skills
- Attention to detail
- Event planning
- Planning and organization
- Menu planning
- Administration
- Financial reporting
- Schedule management
Certification
- Notary Public
Timeline
Event Planner/Administrative Assistant to the General Manager
Pin-High Visions
08.2011 - Current
Parks, Recreation, Tourism Management
Clemson University