Michaela Schaefer Email and Phone Number

Served as company point-of-contact for employee travel needs. Primarily utilized Hotel Engine to book hotel reservations, totaling almost 400 reservations annually. Assisted with company meeting planning including:- Contracting and managing hotel room blocks. - Sending timely, thorough communications to attendees with hotel reservation details.- Booking meeting space and coordinating on-site needs.- Collecting individual meal requests and placing catering orders.- Coordinating other vendors as requested, including transportation.Facilitated sending of monthly customer statements via mail, utilizing both NetSuite and Pitney Bowes to prepare documents, then using folding machine and mail meter machine to prepare for bulk mailing. Processed returned mail. Spearheaded implementation of new email statement delivery option, which reduced the number of print statements mailed each month by 23% (about 400 statements per month).Created and maintained customer records in NetSuite by adding/updating customer details and contact information. Ensured compliance with multiple state’s Charitable Gaming requirements by verifying and updating customer license information. Answered company’s main phone line in Vonage to provide customer service and sales team support with requests including, but not limited to:- Creating Sales Orders, Transfer Orders, Invoices, and Cases.- Processing credit card payments.- Searching product and inventory information.- Generating customer statements and tax reports.- Providing customer access to website and troubleshooting challenges.Ordered, maintained stock, and distributed office supplies for headquarters location. Reviewed and approved Supply Post order submissions for all other regional office locations. Coordinated maintenance of main printers and mailing equipment.Updated and distributed company-wide phone lists and department directories. Maintained petty cash box and performed monthly reconciliation.

Managed day-to-day operations of Lancaster office location. Prepared client meeting materials and files, greeted clients, processed meeting notes and tasked next steps in Actionstep system, printed and flagged documents for client signature, built estate planning binders, processed payments, and more. Engaged prospects and clients through follow-up calls, appointment confirmation calls, letters, and emails. Requested updates from attorneys and other team members regarding deliverables for clients. Processed and dispersed incoming mail, packages, and documents, including Medicaid verifications and asset information. Ordered and replenished office resources, paid rent, and managed safe/cash box. Prepared workshop materials, assisted with on-site set-up at workshop venue, and booked initial client appointments for workshop attendees.

Sold venue, guestrooms, and wedding package offerings to prospective brides, grooms, and clients through WeddingWire, The Knot, incoming inquiries, prospecting, and other avenues. Provided tours of venue and guestrooms to potential clients with special attention to their personal vision for the wedding/event. Guided clients through planning process to ensure clear communication of event needs, from room set-up and menu creation, to décor selection and more. Detailed Banquet Event Orders to create comprehensive document of event plans for internal partners and held Pre-Con meetings with internal teammates to ensure clear communication of event expectations. Directed wedding rehearsals and served as on-site coordinator for day-of weddings to ensure smooth execution of wedding plans.

Planned and executed personal portfolio of Advancement and Alumni Association events, specifically networking, community service, and/or audience engagement events. Highlights included:- Columbus Day of Service, annual event with over 200 volunteers simultaneously participating in 18 service projects throughout the city of Columbus to create strong community impact.- Buckeye Smart, monthly lunch-and-learn for 55+ year old alumni in Central OH to hear from featured Ohio State faculty and staff.- Young Alumni Academy, 10-month professional and personal development program for recent Ohio State graduates.Tasks included researching potential event venues and conducting site visits, deciding upon catering menus/room set-up/event décor, researching and hiring vendors, creating and reviewing event timelines via briefings with on-site staff, welcoming guests at registration, ensuring the positive flow of events according to event objectives, and more.Supported senior team members in the planning and execution of larger events for alumni, donors, and friends of the University. Completed administrative tasks for the Advancement Events team, including:- Maintenance of event supplies and acquisition of new resources.- Updates to available staff assistance opportunities at upcoming events.- Creation of vendor/venue database.

Mountaineer Athletic Hospitality, Premium Seating and Hospitality for WVU FootballGameday tasks included:- Set-up of Field Box materials.- Ensured all premium areas (suites and field boxes) were clean and ready for guests.- Assisted with Field Box Attendant briefings.- Provided support to approx. 100 staff members throughout the game. - Roamed the stadium to interact with guests, troubleshoot, and check on staff.- Oversaw the smooth operation of field boxes, primarily on the East Concourse. - Assisted with solving any issues encountered throughout the day.- Maintained a positive atmosphere for both guests and staff.Office tasks included:- Prepared staff gameday materials - nametags, lanyards, Captain's binders, padfolios, radios, etc.- Organized hiring paperwork for Ambassadors and Field Box Attendants.- Created weekly staff emails in MailChimp.- Participated in gameweek Alcohol Load-In for suiteholders.- Input staff payroll into ADP system.- Maintained department's social media accounts - Twitter and Facebook.- Assisted with the preparation and execution of our Ambassador Orientation, attended by about 40 staff members.- Manned booth at WVU Career Fair to hire more Field Box Attendants.

Internship in the Conference & Event Services departmentResponsibilities included:- Coordination of summer conferences on Miami's campus, specifically intercollegiate athletics camps, the Phi Delta Theta conference, and more.- Learned and became proficient in Conference Programmer software.- Executed numerous events of various sizes, from month-long New Student Orientation to a weekend Teacher's Academy gathering.- Designed signage for display in residence halls.- Oversaw the activities of bell desk employees and ensured a productive working pace.- Greeted and interacted with guests in all types of situations.- Solved urgent, unexpected problems throughout the day and night.- Created cohesive documents to communicate effectively with campus partners (Ex. physical facilities, IT, marketing, etc.).- Attended four-day LEAN Weddings at Miami Kaizen.

Assisted the Wedding Specialist on the day of weddings. Paid special attention to the bride and groom to ensure their happiness and well-being throughout their special day. Provided direction and assistance to wedding guests throughout the event. Ensured the positive flow of events during the dinner and reception hours, per instructions on the Banquet Event Order. Set-up wedding reception decorations and assisted with clean-up of the wedding reception space.