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, GA05-2022
Bachelor of Fine Arts - Theatre
Oglethorpe University
Atlanta, GA05-2022
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
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