Summary
Overview
Work History
Education
Skills
Timeline
Generic

Stephanie Carter

Arden

Summary

Experienced Venue Coordinator with solid background in overseeing venue operations, managing event logistics, and ensuring client satisfaction. Known for strong organizational skills, ability to multitask, and exceptional problem-solving abilities. Demonstrated history of effectively coordinating with vendors, staff, and clients to ensure smooth event execution. Made a significant impact in previous role by maintaining high levels of client retention through superior customer service and successful event management.

Overview

7
7
years of professional experience

Work History

Lead Venue Coordinator

The North Carolina Arboretum
Asheville
05.2024 - Current
  • Oversee logistical aspects of weddings, facility rentals, public events, Arbor Evenings, internal events, including setup and breakdown, timeline management, responding to client and vendor inquiries, and ensuring clear communication of policies and procedures to all parties involved.
  • Cultivate strong relationships with vendors, clients, and stakeholders while demonstrating keen attention to detail and sound decision-making skills to manage all aspects of event execution and resolve unexpected challenges with confidence.
  • Conduct inventory of beer, wine, and non-alcoholic beverages; place orders with distributors based on client needs; and manage invoices by updating the alcohol tracker through Finance.
  • Coordinate with musicians for public events, such as Arbor Evenings and Winter Lights, by scheduling performances, issuing contracts, collecting W-9 forms, submitting check requests to Finance for payment, and maintaining ongoing communication regarding event logistics.

Events Administrative Assistant

The North Carolina Arboretum
Asheville
05.2023 - 05.2024
  • Responded promptly to inquiries regarding weddings and facility rentals, scheduled and conducted tours for prospective clients interested in hosting events at The Arboretum.
  • Drafted booking agreements for weddings and facility rentals, prepared and issued invoices with payment links via Clover, submitted final invoices - including alcohol purchases - to clients, and tracked payments for monthly revenue reports for Finance.
  • Coordinate logistics and maintain clear, consistent communication with all internal departments at The Arboretum to ensure the successful planning and execution of internal and external events.
  • Served as the Producer for the Winter Lights show, acting as the primary point of contact for last-minute scheduling conflicts, cash needs for concession areas, tending to guest needs, troubleshooting the Woodland Cove animatronic show, coordinating maintenance and housekeeping support, and responsible for the proper closing of the show each night.

Legal Assistant

James O. Rice, Jr., Attorney at Law
Asheville
03.2019 - 04.2023
  • Alleviated attorney workload by drafting routine legal documents, including pleadings, motions, and affidavits, followed by filing with the court and providing copies to all parties involved.
  • Managed the attorney's court calendar and legal deadlines to guarantee efficient workflow and seamless firm operations.
  • Processed credit card and cash transactions for attorney fees and court costs, maintained accurate financial records, and managed invoicing for late payments.
  • Enhanced case efficiency by systematically organizing and maintaining legal documents, files, and correspondence to support smooth case management.

Legal Assistant

Jack Stewart Law Office
Asheville
07.2018 - 03.2019
  • Transcribed pleadings, correspondence to legal counsel, and invoices for legal services rendered.
  • Assisted the attorney in litigation preparation by organizing discovery materials, trial notes, and exhibits.
  • Maintained the attorney's calendar for all criminal cases in both state and federal courts, notified clients of upcoming court dates, and prepared client files with all necessary court-required documents.
  • Updated databases with new information received from attorneys or clients.

Education

Notary Public -

Asheville-Buncombe Technical Community College
Asheville, NC
09-2016

Bachelor of Science - Business Management

Western Carolina University
Cullowhee, NC
12-2004

Skills

  • Event planning
  • Vendor management
  • Budget management
  • Logistics coordination
  • Inventory management
  • Contract negotiation

Timeline

Lead Venue Coordinator

The North Carolina Arboretum
05.2024 - Current

Events Administrative Assistant

The North Carolina Arboretum
05.2023 - 05.2024

Legal Assistant

James O. Rice, Jr., Attorney at Law
03.2019 - 04.2023

Legal Assistant

Jack Stewart Law Office
07.2018 - 03.2019

Notary Public -

Asheville-Buncombe Technical Community College

Bachelor of Science - Business Management

Western Carolina University

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Stephanie Carter