Virginia (Ginny) Wilson
Executive Administrator
Fort Worth,TX
Summary
Accomplished senior administrator with over 26 years of experience in administrative positions. Advanced skills in the delivery of exceptional service and advancement of top-level aims. Strong ability in prioritizing critical tasks and setting up timelines for completion. Proven ability in the development of large event planning programs and help coordinate large financial reimbursement processes, vetting as well as budget planning and customer service. Demonstrated the completion of projects and assignments on a timely basis and quality of having good judgement and prudence. Resourceful and experienced worker offering expertise in customer service, travel coordination and file management. Detail-oriented team player with strong organizational skills. Handles multiple projects simultaneously with a high degree of accuracy.
Overview
26
26
years of professional experience
Work History
ADMINISTRATIVE ASSISTANT
IT'S TIME TEXAS
Austin, Texas
11.2022 - 08.2023
- Supported the CEO and the VP of Operations with Board of Directors management (scheduling, maintaining meeting minutes, meeting preparation, etc.) expenses and travel arrangements
- Support to the day-to-day activities for the organization including office administration, systems maintenance, preparing surveys, and Operations team CEO and VP expense report reconciliations
- Supported Human Resources in system set-up, equipment purchasing, onboarding and offboarding, training, etc
- Supported the development of operational processes which included development, implementation and maintaining the new systems process in ASANA for the subcontractor agreements
- The project lead for all subcontractor contract agreements, through ASANA and Dropbox including follow-up and tracking
- Supported development teams as needed with program and marketing purchases, coordination, and storage facilities
- Maintains electronic records in Dropbox and SharePoint
- Helped create the Culture Committee which helps support planning and coordination for company meetings, projects, staff morale activities and special events
- Helped to create the development and implementation of the internal newsletter
- Monitored main information calls and email inquiries.
INDEPENDENT CONTRACTOR – EXECUTIVE ADMINISTRATOR
RESEARCH ADVOCACY NETWORK
Plano, Texas
01.2022 - 03.2023
- Set up the Project Management program on Monday.com, prepared a Request for Proposal to update the website and sent out to potential website design organizations that work with nonprofits, tracked advocate course sign-ups in survey monkey, help with narratives for fundraising, grant applications, update educational materials and catalogs
- Managed the Advocate Institute Course education curriculum and updated recordings in the program called "Litmos"
- Prepared a proposal for calendaring the upcoming Board of Director meetings with a component of updating the Board of Directors and their Advocates with a quarterly update in a newsletter format
- Producing programs on zoom, with set-up, reminders, download recordings, and expediting the follow-up material to participants
- Social media campaigns for email listserv, Facebook, Twitter, Instagram, and LinkedIn through Mailchimp.
SR. SCIENTIFIC PROGRAM ADMINISTRATOR
SUSAN G. KOMEN
Dallas, Texas
01.2007 - 07.2020
- Supplied administrative and project management support within the Strategic Partnership and Programs department which included the Komen's Scientific Advisory Board and Komen Scholars (doctors)
- Daily operations, scheduling vendors, booking conference rooms, AR/AP, supporting equipment, ordering supplies, and overseeing office budget, customer/donor support
- Lead in the development and implementation of dedicated events by preparing production schedules, schedules with vendors, events team, onsite visits, congressional briefings, receptions, roundtables, event volunteer training, and management of volunteer database
- Updated and maintained online content for social media, websites, e-mail campaigns, and newsletters
- Developed and dissemination of online surveys and other communication vehicles, tracked responses, developed reports, and kept a repository in collaboration with Science Managers
- Coordinated administrative processes related to institution vetting, issuance of notifications of intent to fund, managed submission of required documents and assurances, and execution of consulting agreements as well as contract submission and management through JIRA for vendors, hotels, etc
- Aided in tracking, reporting, and information management using the Komen Grants Management System and other databases, as appropriate
- Set up online quarterly zoom presentations to our Affiliates in conjunction with the developing grantee/partner profiles and backgrounders.
Legal Assistant/Estate Plan Administrator
MALOUF LYNCH JACKSON & SWINSON, PC
Dallas, Texas
01.2000 - 01.2007
- Estate Planning Administrator for an Estate Planning law firm catering to high-profile clients
- Duties include, but are not limited to, document production, drafting of estate and tax planning documents including Wills, codicils, trust agreements, ancillary forms, and prenuptial agreements
- Aided senior paralegals and associate attorneys in corporate and real estate transactions (such as deeds, rental agreements, and lease agreements)
- Packaged estate planning final documents and processed beneficiary designation forms for clients' IRAs, annuities, life insurance, and other financial instruments
- Maintaining time entries in Juris
- Adhered to strict confidentiality for well-known and high-profile clients
- Coordinating attorneys' schedules, including client appointments and travel itineraries, answering calls
- Performing various other administrative duties.
Legal Assistant/Office Manager
MARC F. VILFORDI, ESQ.
Dallas, Texas
01.1998 - 01.2000
- Legal assistant to solo practitioner with a high-volume estate tax practice
- Duties included document production and drafting of estate and tax planning documents including real estate, and probate
- Oversaw all account's payables, receivables, and payroll
- Other responsibilities were customer/client service, ordering supplies, keeping expense logs, client and vendor correspondence, and the creation and maintenance of client files, along with issuing and editing estate plan notebooks
- Maintained computer network system including updating and installing new computer programs as needed.
Education
Master of Public Administration -
American Public University
Charles Town, WV05.2019
Graduate Certificate – Nonprofit Management -
American Public University
Charles Town, WV12.2018
Bachelor of Arts, Political Science -
American Public University
Charles Town, WV05.2014
Skills
- Advanced knowledge & ability in the Microsoft Power Suite of Programs, Outlook, Word, Excel, Power Point, Sharepoint, One Note
- One Drive
- Operations and Project Management- ASANA, Teams and Mondaycom
- Google Suites
- Office Administration
- Peoplesoft
- Salesforce
- Docu-sign
- Zoom
- Paylocity
- Vimeo
- Slack
- Proposal Central
- Adobe Pro
- Survey Monkey
- DropBox
- JIRA
- Social media - Facebook, Instagram
- Mail Chimp
- Bitly
- PubMed
- Customer Service
- Non-Profit Management
- Expense Reporting
- Workflow Optimization
- Research
- Data Entry and Management
- Invoice Processing
- Document Control
- Minute Taking
- Videoconference Preparation
- Scheduling and Calendar Management
- Volunteer coordination & Mgmt
- Business Development
- Budget/Financial Assistance
- Meeting and Travel
- Extensive Event Planning
Additional Information
- Stellar communication and relationship-building aptitude across the organization.
- Proven expertise in project management and handling multiple projects concurrently.
- Capable of working autonomously and effectively managing time.
- Familiarity with Microsoft Office Suite or GSuite tools.
- Mastery in Microsoft PowerPoint.
- Exceptional attention to detail and organizational capabilities.
- A commitment to maintaining confidentiality.
- Adaptability in a dynamic setting with shifting priorities.
Timeline
ADMINISTRATIVE ASSISTANT
IT'S TIME TEXAS
11.2022 - 08.2023
INDEPENDENT CONTRACTOR – EXECUTIVE ADMINISTRATOR
RESEARCH ADVOCACY NETWORK
01.2022 - 03.2023
SR. SCIENTIFIC PROGRAM ADMINISTRATOR
SUSAN G. KOMEN
01.2007 - 07.2020
Legal Assistant/Estate Plan Administrator
MALOUF LYNCH JACKSON & SWINSON, PC
01.2000 - 01.2007
Legal Assistant/Office Manager
MARC F. VILFORDI, ESQ.
01.1998 - 01.2000
Master of Public Administration -
American Public University
Graduate Certificate – Nonprofit Management -
American Public University
Bachelor of Arts, Political Science -
American Public University
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