Sally Coleman

Managed calendars for Director of Digital Media, and other department members as necessary. Booked standing meetings and appointments, including regular conference calls with ICI members.
• Arranged and managed departmental functions. Provided support in planning, organizing, and executing special events involving members of the media and ICI members. Obtained and assembled information and materials needed by staff for meetings and scheduled events.
• Provided Fact Books for CEO, Chief of Staff, and ICI and external events.
• Prepared expense reports for Director and Senior Director. Registered invoices for the department on a weekly basis.
• Maintained and organized travel/event itineraries and packets.
• Published and edited memos. Communicated with other departments to correct memos. Managed Memo SharePoint and published Memo Digest weekly.
• Published comment letters to the website for ICI, ICI Global, and the Independent Director's Council.
• Coordinated with research and sends weekly, monthly, and quarterly stats press releases. Sent releases to subscribers/members.
• Maintained and organized share folder for department.
• Maintained and managed subscriptions within ICI. Communicated with vendors for upcoming renewals and price reductions.
• Provided research, organizational, and administrative support for specialized projects for staff as well as for ICI's Chief of Staff.

· Help manage content for ICI's digital presence to include but not limited to ICI memoranda and statistical releases.

· Work with subscription agencies and publishers to set up new subscriptions, monitor online users for web-based subscriptions, resolve cases of missing issues, and address other incidents involving the serials collection.

· Accurately maintain the InMagic database with information on ICI subscriptions, paper and web-based. Track and submit subscription invoices to ensure payment in a timely manner.

· Updates on a monthly basis the loose-leave reference services for ICI staff subscriptions.

· Assist with digital distribution of mailings such as newsletters, reports and promotions to ICI audiences.

· Help track, compile, and analyze digital media analytics and metrics for regular reporting and as basis for strategic recommendations.

· Monitor inbound communication and respond to member and public requests pertaining to ICI communications.

· Provide administrative digital media support to Public Communications.

· Other duties and support as needed.

• Assisted staff with printing and copying according to personalized requirements.
• Stayed up-to-date on library policies and procedures to smoothly enforce standards.
• Organized library shelves, materials and equipment in clear, alphabetized order.
• Handled check-in and check-out process of library books and materials.
• Gained strong understanding of various methods for cataloging books and other materials.
• Inducted, informed and supported new employees with thorough library orientations.
• Answered questions from staff and helped to find desired materials.
• Maintained and updated staff records in library system database.
• Kept library shelves and printed materials well-stocked and organized according to established system.

• Greets all visitors to the Institute, announces their arrivals to the appropriate person or department and issues visitors' badges.
• Supports Director, Office Services & Onsite Meetings in organizing internal calendar for onsite meetings.
• Confirms conference room reservations and notifies appropriate Office Services staff of changes.
• Stays informed of catering processes and procedures for onsite meetings.
• Submits invoices for Office Services in internal ICI system.
• Answers calls on the telephone system and transfers the calls accordingly.
• Transfers messages left on night answering machine to appropriate person.
• Trains all relief receptionists.
• Processes all office supply orders through the vendor's automated online system and orders business cards.
• Orders kitchen supplies and tracks inventory.
• Directs all deliveries to the 11th floor mailroom.
• Provides support to the Director, Office Services & Onsite Meetings.
• May support other departments as needed.