Ashley Helm Email & Phone Number

United States

Claremont, California, United States

• Leads and manages Webb’s major external events and programs, and their budgets, including: Alumni Weekend, Parents Weekend, Regional/International Events, Stewardship Events, Affiliates Benefit, the Peccary Society.
• Leads and manages Webb’s major internal events, and their budgets, that actively include Webb parents and families, including: Start of Year and Orientation and End of Year events, including Commencements. Provides.
• Develops and monitors each task related to the successful execution of each event including event timelines, run of shows, floorplans, budget sheets, detailed staffing plans, and vendor communications.
• Manages new and existing vendor relationships.
• Serves as a liaison between the Advancement Office, the Communications Office and other schooldepartments as well as the Calendar Committee and other school-related programming committees.
• Recruits and manages event volunteers and oversees hiring staff for larger community events.

Los Angeles, California, United States

• Managed special events including two annual fundraisers, the Walt Disney Concert Hall Winter Gala and Opening Night at the Hollywood Bowl, raising a total of $5.5 million, in addition to 65+ stewardship and engagement.
• Oversaw contracts, payment schedules, and correspondence for outside consultants and vendors
• Created effective planning documents and managed night-of vendor, production, and staff timelines
• Worked collaboratively and creatively to help expedite processes across departments relating to scheduling, space requests, musician/artist requests, catering requests, processing payments, and creating print materials
• Developed and managed event budgets ranging from $10,000 to $1,000,000, ensuring cost-effective planning and execution
• Coordinated all aspects of event logistics, from initial planning through post-event evaluation, ensuring the seamless execution of events with attendance ranging from 100 to 1,000+ patrons

Los Angeles County, California, United States

• Collaborated with the Special Events team to provide freelance event support, including pre-event planning and on-site assistance during organization's annual Walt Disney Concert Hall Winter Gala
• Assisted Presentations, Artistic, and Orchestra Management teams with COVID compliance protocol, ensuring the implementation and adherence to COVID-19 safety protocols and guidelines within the organization.
• Monitor and enforce compliance with local, state, and federal COVID-19 regulations.
• Collaborate with various departments to develop and implement effective COVID-19 control measures.

Greater Los Angeles Area

• Provided administrative support to the Special Events and Annual Giving teams by collaborating effectively with cross-functional teams, facilitating communication and ensuring alignment with the organization's goals
• Adapted to changing priorities and managed workload efficiently, maintaining a high level of organization and productivity
• Utilized various office software and tools, including Microsoft Office Suite, SharePoint, Adobe Acrobat Pro, and PowerPoint
• Collaborated with the Special Events team to provide freelance event support, including pre-event planning and on-site assistance during organization's annual Walt Disney Concert Hall Winter Gala

Greater Los Angeles Area

• Maintained and organized complex calendars, scheduling meetings, conferences, and appointments while accommodating last-minute changes and prioritizing critical events
• Maintained the highest level of confidentiality when handling sensitive information, documents, and executive discussions
• Collaborated effectively with cross-functional teams, facilitating communication and ensuring alignment with executive goals
• Proactively identified and resolved administrative issues, ensuring smooth day-to-day operations and enhancing executive productivity
• Proficiently managed a high-volume executive phone line, prioritizing and screening incoming calls to ensure the executive's time was used effectively

Greater Los Angeles Area

• Managed and maintained professional calendars of two Vice Presidents and one Senior Vice President
• Organized and maintained weekly and monthly grids in order to track progress of current and upcoming programming
• Coordinated all travel and lodging arrangements, including creating detailed travel itineraries for all out of town travel and conferences
• Conducted development and production research and maintained a general awareness of industry trends, formats, and talent in a competitive environment

Eagle Rock, CA

• Standardized systems for vendor applications, bookings and fees, as well as corresponded with over 175 vendors over the period of a 6 month season to provide necessary event information and supplies
• Identified and expanded our list of vendors by conducting research and outreach in an attempt to provide our patrons with a wider range of event engagement
• Managed Front of House check-in for events in Los Angeles, San Diego, Mojave Desert & La Quinta. Duties included event set-up, staff training, ticketing, technology troubleshooting, customer service, etc.
• Coordinated and supervised event staff in multiple cities to ensure adherence to timeline for event in keeping with professional standards
• Prepared and organized all call sheets and run of shows and distribute said documents to all event day staff
• Collaborated with the Accounting department to facilitate payroll for all event staff

Eagle Rock, CA

• Coordinated and maintained personal and professional calendars of two Principal Producers
• Resolved an average of 75+ customer service inquiries in any given week via phone, email or social media
• Increased efficiency on event day by organizing Guest List and VIP for all events
• Orchestrated and processed all group sales to generate an overall increase in ticket sales
• Facilitated contest and ticket giveaways by partnering with various media outlets to promote company and events

Hollywood Bowl

• Managed all artist hospitality in 15 on-site dressing rooms
• Acted as liaison between producers and artists on event day
• Tracked an average of 125+ expenses to process monthly expense reports
• Provided administrative support in office during non event days
• Recognized for successfully acting as the point person and hosting 50+ members of The Academy's Education Department

Los Angeles

• Assisted production executives with office organization, distribution of mail and important document, performing runs, and special projects
• Maintained stock and inventory of office supplies and craft services
• Covered the front desk and managed influx of calls

Burbank, CA

• Provided script coverage for screenplays, novels and documentaries
• Assisted executives in office with daily tasks and errands
• Researched and developed ideas for potential screenplays

Los Angeles, CA

• Assisted the manager and producer in office by maintaining inventory of, as well as reviewing, demo reels and audition tapes
• Created and organized audition information and details for current and potential clients
• Managed and updated portfolios of clients