Summary
Overview
Work History
Education
Skills
Certification
References
Timeline
Generic

Phoebe Rushan

Atlanta

Summary

Operations-focused event coordinator with four years of experience in planning and executing diverse events. Skilled in streamlining logistics, managing cross-functional coordination, and implementing tools like 25Live and Asana to increase operational efficiency. Proven ability in fast-paced environments while handling multiple projects simultaneously. Committed to enhancing event experiences through strategic planning and innovative solutions.

Overview

4
4
years of professional experience
1
1
Certification

Work History

Event Coordinator

Oglethorpe University
Atlanta
09.2023 - Current
  • Planned, coordinated, and executed a wide range of university events, meetings, conferences, and summer camps from initial contact to on-site management, including Scholarship Weekend, Alumni Weekend, First Generation Conference and Liberal Arts and Sciences Symposium.
  • Managed the event scheduling software system, 25Live, processing event requests, maintaining accurate records of campus resources, inventory, and security groups, and providing training on the system to campus community members.
  • Established event confirmation processes for student events and led bi-annual trainings to improve student organizations' understanding of event procedures, enhancing planning efficiency and satisfaction.
  • Initiated the use of Asana software within the events department to streamline event planning and manage tasks amongst the team.
  • Consulted with clients on event design, catering, audiovisual requirements, parking, and technical needs, matching client expectations with available spaces and services.
  • Developed and managed event budgets while negotiating terms with vendors.
  • Lead a team of student employees, including hiring, training, scheduling, and performance management, providing on campus work experience and professional growth for students.

Freelance Wedding Coordinator

Atlanta
08.2023 - Current
  • Scheduled pre-planning meetings with clients to establish their vision, preferences, and event details.
  • Liaised with wedding vendors, including caterers, florists, DJs, and photographers.
  • Developed comprehensive event resumes and scheduling documents for the wedding party and vendors to maintain event scheduled and day-of timelines.

Events Assistant

Oglethorpe University
Atlanta
05.2022 - 09.2023
  • Managed all aspects of external client relations, responding to inquiries, conducting site and campus tours, preparing event-related materials, and managing external facility rental agreements.
  • Supported external film requests and day-of event coordination as needed.
  • Fulfilled administrative duties, including answering department phones, managing departmental emails, and maintaining the department calendar.
  • Distributed and organized event-related paperwork such as invoices, event timelines, and creating detailed floor plans.

Front of House Associate

Actor's Express
Atlanta
10.2021 - 03.2023
  • Managed reserved seating and VIP donor experiences while handling ticket distribution.
  • Answered phones and box office email to provide detailed information about performances, ticket availability, and theater policies, while delivering high-quality customer service.
  • Communicated with stage managers to relay changes and delays to clientele.

Education

Bachelor of Science - Psychology

Oglethorpe University
Atlanta, GA
05-2022

Bachelor of Fine Arts - Theatre

Oglethorpe University
Atlanta, GA
05-2022

Skills

  • 25Live
  • Asana
  • Microsoft Office Suite
  • Google Workspace
  • Project coordination
  • Client consulting
  • Vendor relationship management

Certification

Certified Quality Event Planner, 01/10/25, MSI

References

References available upon request.

Timeline

Event Coordinator

Oglethorpe University
09.2023 - Current

Freelance Wedding Coordinator

08.2023 - Current

Events Assistant

Oglethorpe University
05.2022 - 09.2023

Front of House Associate

Actor's Express
10.2021 - 03.2023

Bachelor of Science - Psychology

Oglethorpe University

Bachelor of Fine Arts - Theatre

Oglethorpe University
Phoebe Rushan