Stephanie Wientjes
West Chester,PA
Summary
Dynamic and experienced professional with a strong background in leadership and customer service. Over 20 years of industry expertise, with a proven track record of building and scaling teams, managing end-to-end live event operations, and driving profitability through strategic planning and effective team leadership. Skills in AV logistics, developing vendor partnerships, and delivering exceptional client experiences consistently result in high client satisfaction. Known for adaptability, process improvement abilities, and passion for integrating creativity and technology to enhance client engagement.
Overview
28
28
years of professional experience
Work History
Vice President, AV and Meeting Services
Modulate Group
10.2023 - 11.2024
- Selected to establish and lead the AV and Meeting Services department, creating a strategic plan to build out all department functions from the ground up, including Standard Operating Procedures (SOPs), vendor relationships, and team management.
- Initiated the development of vendor partnerships, securing early agreements with potential AV partners to support scalable growth and high-quality service offerings.
- Created foundational processes for team operations and workflow management, aligning them with projected company growth targets and industry best practices.
- Designed a structured onboarding and training program for future hires, aiming to build a resilient and knowledgeable team.
- Although the startup venture was ultimately discontinued, gained valuable insights into operational strategy, resource allocation, and the complexities of building a new department within an evolving company structure.
Director of Live Event Production
The Inception Company
01.2014 - 10.2023
- Expanded the Live Meeting Services (LMS) department from a single-member team to a team of 10, building infrastructure to support increasing client demands and establishing robust operational workflows.
- Raised gross profit margins from 34% to 46% by streamlining processes, optimizing vendor costs, and implementing budget-conscious strategies across all live event productions.
- Created a national vendor network of over 1,500 AV technicians to ensure reliable and flexible support for client events, including a preferred partnership with 90+ Ruth’s Chris Steakhouse locations for national broadcasts.
- Scaled annual AV event management from 1,400 events in 2013 to over 6000 events annually, demonstrating strategic adaptability to meet increased volume while maintaining quality.
- Developed and refined Standard Operating Procedures (SOPs) for departmental efficiency, overseeing training programs for new hires to ensure adherence to high company standards.
- Analyzed departmental financials, generating reports to monitor and achieve profit margins, balancing cost-effective solutions with high-quality service delivery.
- Collaborated with Account Management for business development, assisting in RFP responses, pitches, and sales presentations to secure new client partnerships.
- Oversaw AV equipment coordination, order accuracy, and vendor selection, ensuring precise event planning and execution aligned with client specifications.
- Facilitated software updates and AV ordering portal maintenance to enhance client usability and internal operational efficiency.
- Enhanced team collaboration through regular communication, goal setting, and performance evaluations.
- Established a culture of continuous improvement by fostering open communication channels and empowering employees to voice their ideas.
- Cultivated a positive work environment that fostered employee engagement, increased retention rates, and boosted overall team morale.
Client Services Manager
Inception Company/ESSRX
04.2013 - 12.2013
- Led a team responsible for AV equipment rentals and support for live and virtual events, upholding high client service standards and ensuring flawless event execution.
- Cultivated and expanded Inception Company/ESSRX’s network of AV vendors, negotiating favorable pricing and conducting regular evaluations to maintain vendor quality and reliability.
- Managed comprehensive event scheduling and staffing, implementing team training programs to reinforce Standard Operating Procedures and ensure consistent, high-quality support.
- Directed operational reporting processes, including morning, night, and change reports, efficiently delegating tasks and communicating critical information to ensure timely project completion.
- Collaborated with the Production Manager and Technical Director in selecting AV vendors tailored to location and capability, meeting the specific demands of both live and virtual events.
- Oversaw order processing, purchase order creation, and invoice reconciliation, maintaining meticulous financial records to support budget accuracy and transparency.
- Managed the customer service inbox, providing responsive support to client inquiries and ensuring accurate, timely generation and distribution of client-specific reports.
- Conducted routine confirmation calls with AV vendors, venues, and sales representatives, adopting a proactive approach to readiness that enhanced service quality and client satisfaction.
Program Development Manager
MedConference
08.2006 - 03.2013
- Successfully managed projects generating nearly $1 million in annual revenue.
- Developed and implemented registration websites and virtual conference environments, leveraging MedConference’s proprietary MedConferenceLive and Adobe Connect platforms to streamline user interaction and accessibility.
- Spearheaded the creation of essential project documentation, including all email communications, Facilitator Guides, and SOPs, to ensure alignment across web meeting processes.
- Established and maintained weekly project timelines, proactively addressing and resolving potential delays to ensure on-time project delivery.
- Effectively managed change requests, collaborating with stakeholders to evaluate impacts on project scope and adjust plans accordingly.
- Provided guidance and problem-solving support to project personnel, aligning efforts to meet project objectives and client expectations.
- Produced detailed project status reports, keeping clients and senior management informed on progress, challenges, and solutions.
- Monitored project outcomes to ensure compliance with specifications, timelines, and budget constraints.
- Facilitated live web events as required, demonstrating adaptability and client focus.
- Supervised and mentored a team of 1-2 coordinators, fostering skill development and team collaboration to achieve project success.
Senior Program Manager
The Falk Group
05.2004 - 07.2006
- Contributed to the development and submission of educational grant requests to commercial supporters and accrediting bodies, supporting program funding and compliance with regulatory standards.
- Led the execution of Continuing Medical Education (CME) activities, including faculty recruitment, participant engagement, logistics management, and production of materials, ensuring high-quality program delivery.
- Coordinated various live and enduring educational formats, such as speaker training events, symposia, dinner programs, teleconferences, web conferences, advisory boards, monographs, journals, and CD-ROMs.
- Negotiated hotel contracts, securing favorable terms to align with budgetary and logistical requirements.
- Oversaw the development of promotional, registration, and meeting materials, ensuring consistency and alignment with program objectives.
- Managed vendor relationships for audiovisual and other meeting-related services to optimize event execution.
- Directed onsite registration and logistics, ensuring a seamless experience for participants.
- Led all meeting-related communication, from pre-event promotion to post-event follow-ups, to maximize attendee engagement.
- Prepared post-event reports, summarizing evaluation results, budget reconciliation, and invoice reviews to inform future improvements.
- Maintained project budgets, closely monitoring financial performance to ensure adherence to cost projections and financial goals.
Manager, CME Programs
New World Health
04.2000 - 05.2004
- Collaborated with pharmaceutical clients to deliver high-impact, marketing-driven CME programs, enhancing client satisfaction and program reach.
- Expanded CME offerings by strengthening relationships with existing clients and actively pursuing new business opportunities with associations, universities, and healthcare providers.
- Served as primary liaison with associations and universities for CME credit approvals, ensuring alignment with accreditation standards.
- Prepared and submitted comprehensive applications for CME initiatives, including symposia, monographs, websites, and CD-ROMs, to achieve successful accreditation.
- Conducted and submitted needs assessments to accrediting institutions, supporting program relevance and educational effectiveness.
- Led budgeting, strategic planning, and program review processes for independent and CME programs, ensuring financial alignment and program success.
- Provided expert guidance to internal departments on CME requirements, enhancing cross-functional collaboration and project compliance.
- Maintained close communication with clients’ independent program departments to streamline program execution.
- Conducted detailed budget reviews prior to client submission, ensuring financial accuracy and alignment with client expectations.
Business Practice Group Records Clerk
Hunton and Williams
05.1997 - 04.2000
- Developed and managed an efficient filing system for Corporate, Tax, and PDF&L teams, supporting approximately 25-30 attorneys and improving document accessibility and organization.
- Maintained comprehensive file indexes using a computerized system, ensuring up-to-date and easily retrievable records.
- Proactively pursued and obtained essential information within specified time frames, supporting timely legal processes and client service.
- Responded to client and staff requests for legal documents and files, consistently delivering prompt and accurate support.
Education
Some College Coursework - Fashion Merchandising
Skills
- Leadership & Team Management: Expert in leading and scaling teams, delivering high-quality work within tight timelines
- Event Planning & Execution: Skilled in organizing and executing live events, from speaker training to large-scale meetings
- Financial Acumen: Proficient in generating and analyzing financial reports to achieve departmental profitability
- Client & Vendor Relations: Strong experience in building client relationships and managing vendor partnerships across large networks
Timeline
Vice President, AV and Meeting Services - Modulate Group
10.2023 - 11.2024
Director of Live Event Production - The Inception Company
01.2014 - 10.2023
Client Services Manager - Inception Company/ESSRX
04.2013 - 12.2013
Program Development Manager - MedConference
08.2006 - 03.2013
Senior Program Manager - The Falk Group
05.2004 - 07.2006
Manager, CME Programs - New World Health
04.2000 - 05.2004
Business Practice Group Records Clerk - Hunton and Williams
05.1997 - 04.2000
Nassau Community College - Some College Coursework, Fashion Merchandising
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