| | | 20,000+ Fresh Resumes Monthly | |
|
|
| |
Click here or scroll down to respond to this candidateCandidate's Name
Street Address
M PHONE NUMBER AVAILABLEEMAIL AVAILABLEhttps://LINKEDIN LINK AVAILABLEEmployment Summary: Executive Assistant, Litigation Project Manager & Billing Coordinator (Legal and Financial Services)Areas: Corporate Law, Financial Services, Patent & Trademark, Client Billing, Litigation, Real Estate, Labor Law, Immigration Law.I am a loyal and dedicated in-office senior-level Executive Assistant & Litigation Project Manager with 20 years of proven right-hand proactive gatekeeper support to Managing Partners and Chairs by managing their projects/emails/calendars/travel/billing/travel/registrations/BD pitches with my own caseload/billing trackers to help keep centered on best client services and remind of deadlines so things do not fall through the cracks on our watch. With my 20+ years of office administration support and Associate's Degree, I am used to successfully organizing and managing a whole fast-paced department (at every job held) or small office (Benesch). I am proficient in Microsoft Office Suite and a vaccinated USC who actually enjoys working in-office so as to be on-hand for quick work support to in-office and remote workers. As proof of my efficiency and loyalty, I was taken across 3 law firms by grateful bosses from 2006 to 2021 (Day Pitney LLP 2006-2011, Pepper Hamilton LLP 2011-2020, Troutman Pepper LLP 2020-2021), and the subsequent 2021-2024 Contract positions were direct-employer hires by former HR Managers who needed interim in-office Assistants.Interim In-Office Temp & Contract Assistant Group (New York, NY) January 2003 to Present Executive & Personal Assistant, Billing Coordinator, Travel Consultant & Life CoachIn-between fulltime permanent lawfirm positions, I do temp work as a Contract In-Office Executive Assistant & Billing Coordinator.Executive Assistant: In-office support to in-office/remote Attorneys or Principals, and remote advice to jobseekers and general client services.Personal Assistant: In-office/remote support, research projects, prep for trips/meetings, events planning, personal shopping, bookkeeping.Financial Services Assistant & Life Coach: For 20 years, often pro bono, events and financial planning, home purchase/decor/refinance guidance.Travel Consultant & Events Planner: Organize international travel and accompany groups to Aruba, Bermuda, Canada, Curacao, Dominican Republic, England, France, Grand Turks & Caicos, Greece, Haiti, Ireland, Israel, Italy, Jordan, Lebanon, Puerto Rico, Spain, Switzerland, Turkey.At times, travel with clients to monitor/backup, take meeting notes/dictation, and provide general assistance during presentations/events/meetings.Foley & Lardner LLP (New York, NY) March 2023 to July 2023 Executive Assistant & Billing Coordinator to 3 Chairs In-Office Contract PositionSupport IP Head John Lanza, Labor Chair Larry Perlman, Construction Litigation Partner Todd Norbitz, and Corporate Associate Ashley LeeIn-office day-to-day support to IP Chair, Labor Chair, Real Estate & Construction Head, and Corporate Associate (plus any in-office in-need)Recruited by former Akin Gump HR Supervisor (now here) to proactively monitor Teams phones/emails/calendars to alert of deadlines, print emails and attachments for review, point out items that require review/signing, flag status request inquiries, draft letters in Word 365 and save in NetDocs/iManage system to keep group on track so that nothing falls through the cracks on our watch. Filing and Status Reports to clients.Monitor incoming new business requests to clear conflicts, prepare engagement letters, input attorney time, and handle client billing using client relationship built from handling billing from inception to facilitate collection efforts. Coordinate caseload deadline reminders with 6 Paralegals.Daily monitoring of hectic IP Docket and assist IP Paralegals by drafting USPTO patent forms, transmitting to clients or inventors for signatures via DocuSign, and coordinating attorney application review and signature for timely filings; send Clients original patents.Calendar management, email and phone monitoring, meeting arrangements and Meet&Greet, Concur travel and hotel accommodations, gifts and charitable contributions, and processing Chrome River expense reports.LEFT: End of interim in-office contract support as salary and return-to-work negotiations resolved successfully. Benesch Friedlander Coplan & Aronoff LLP (New York, NY) March 2022 to August 2022 Executive Assistant and Litigation Project Manager & Billing Coordinator to Managing Partner (Contract) In-Office Contract PositionHired to organize a newly-formed New York office with NYC Litigators and set them to work via remote with Assistants from other branches. Proactive gatekeeper for NY Litigation Managing Partner providing, general Litigation Assistant support, and office caseload trackings.Serve as New York Office Manager reporting directly to Cleveland Headquarter HR Manager. Responsible for ensuring smooth running of office by providing day-day secretarial assistance, order office supplies and employee snacks/beverages, manage corporate credit card and pay vendor invoices, liaise with building management for visiting attorneys, supply deliveries, and clients use of facility.IT Assistant, Receptionist, calendar management for meetings/travels logisticsAdministrative Support: letters, memos, documents production, package sensitive material for e-filing with NYSCEF, print documentsPersonal Assistant errands run, Covid and health monitoring, taxis, doctors appointments, and sanitizing satellite rental office space daily.LEFT: After successful completion of NYC satellite office organization, attorney integration, and Team remote work support organized. Dentons US LLP (New York, NY) November 2021 to March 2022 Senior Legal Executive Assistant & Billing Coordinator to Managing Partner and German Corporate Desk and Capital Markets Group In-Office Contract PositionDirectly-scouted by Dentons HR for in-office desk review to prioritize and maintain Financial Services Team workflow and assist remote workers.Provided needed in-office day-to-day admin support, heavy financial services document edits, in-office meetings logistics, daily attorney time entries and Client Billing monitoring.LEFT: As Firm Assistants vaccinated/returned, I took job closer to recovering Covid-stricken child returning-to-her-normal work (now well)Candidate's Name Page 2Troutman Pepper Hamilton Sanders LLP (New York, NY) October 2011 to August 2021 Executive Assistant / Senior Legal Practice Assistant & Billing Coordinator to Managing PartnerHired by Pepper Hamilton (2011-2020) to come with boss from Day Pitney (2006-2011) and continue as-same after Troutman merger (2020-2021)After merger, expanded to support other Partners as merger restructuring laid-off Assistants.Although positions were eliminated, I managed to stay on 1 years assisting with firm billing/document systems integration for attorneys retention.Full-time in-office proactive gatekeeper monitoring calendars/travel/ emails/deals binders, marketing pitches and client billing.Assisted International Business Law Head dealing with corporate law, financial services, mergers and acquisitions, joint ventures, and equity adviceManage Team client files, deal budgets and development binders, and client billings from inception through case completion.Organized Board Meetings, composed agenda, presentation for pitches and handouts, prepared investment and pitch binders.Prepare financial statements, reports, corporate charts, memos, deal budget tracking, invoices letters, and other documents.Monitor Outlook calendar/emails to resolve heavy meeting traffic, restaurant reservations, office event meals and equipment set-ups.Complex travel and hotels, expense reports, prepare itineraries with deal documents, and conduct subsequent deal follow-ups.Participated in Peppers NYC Branch Word Processing Overtime Rotation and available to overflow of other branchesProvided Billing Coordinator support to other Teams' Covid comatose billing accounts to effectuate better collection efforts.Handle heavy calendar/email traffic, business meeting logistics, Concur travel and Chrome River expenses, admin assistant functions, and billing.Billing Coordinator: Handle Client Billing from inception with Aderant/Elite/INTAPP, including opening client matter #s, conflicts clearance, prepare and transmit engagement letters to build collections relationship, input attorney time, review prebills (edits, hold/divide/transfer/write-off time, invoice reversal, apply discounts, apply retainer/payment), bill prep and transmission, and manage collections efforts until ACH/Wire payments.LEFT: After successful attorneys and billing integration support, I took time-off to care for my bed-ridden Covid-ailing only-child. Day Pitney LLP (New York, NY) May 2006 to October 2011 Legal Executive Assistant & Billing Coordinator to Managing Partner & Real Estate HeadNYC Assistant to NJ-based Managing Partner, Assistant to Real Estate Head Frank Cerza, Corporate Associate, and Labor AssociateIn charge of monitoring department projects to remind of deadlines and keep the group on track with my To-Do work tracker.Handle confidential financial matters in a fast-paced environment requiring constant attention to detail, organization, prioritizing, client services, and multi-tasking while adapting to changes in deadlines and nature of assignments.Edited documents and ran redlines of agreements, M&As, joint ventures, SEC compliance, financial services regulation, business planning, strategy, retail and private companies, real estate and commercial matters.Monitored 6-line phones, sorted daily mail to scan/forward to Team, monitored Outlook calendars/emails to flag work requests and set meetings.Drafted reply letters, liaised telephonically with clients and government agencies for documents/info attainment.LEFT: Taken by Real Estate Head (Boss) to Pepper Hamilton to continue managing his clients documents and billing. Hughes Hubbard & Reed LLP (New York, NY) November 2004 to April 2006 Legal Administrative Assistant & Billing Coordinator to Patent & Trademark ChairAssistant to Co-Chair of IP Department & Chair of the Trademark Group), and Of Counsel, 2 Associates and 4 Paralegal.Manage fast-paced desk requiring heavy phone and correspondence regarding the protection and enforcement of U.S. and international trademarks, trade dress, copyrights and designs, Internet issues, and trademark litigation.Drafted correspondence, edited, packaged, and transmitted documents to government offices, clients, and adverse parties.TM search requests; printed TARR reports and file histories; pulled research to reply to Office Actions from USPTO.Created a Status Program to track deadlines of documents from clients, international counsels, and USPTO.Maintained Outlook Client Folders; tracked and printed emails for file status, negotiations, lit deadlines and reminders.Acted as liaison between Ms. Kuhn and our 4 Paralegals and Filing Assistant to ensure smooth work compliances daily.Assisted with speeches, arrangements and updates of the INTA Parallel Import Committee of which Ms. Kuhn is Co-Chair.Monitored Outlook emails and calendars during out-of-office to help manage client needs; follow-up for possible email routing.Billing Coordinator: Handle Client Billing from inception with Aderant/Elite/INTAPP, including opening client matter #s, conflicts clearance, prepare and transmit engagement letters to build collections relationship, input attorney time, review prebills (edits, hold/divide/transfer/write-off time, invoice reversal, apply discounts, apply retainer/payment), bill prep and transmission, and manage collections efforts until ACH/Wire payments.Candidate's Name Page 3ACCOMPLISHMENT / SKILLS:Proficient in Microsoft Office Suite: Draft/proofread/edit Word documents to save in iManage/FileSite/NetDocs/OneDrive, Outlook email/calendar management, Excel reports, corporate charts, PowerPoint presentations, Adobe pdf and redacting, DocuSign, TOA/TOC, redline, tracked changes and different versions management, iManage/NetDocs/FileSite/OneDrive databases.Tech savvy Litigation Project Manager with e-filing with Federal/State Courts and Excel spreadsheet reports; Westlaw and LexisNexisBilling Coordinator with Aderant and Elite experience and Monthly Billing Status Tracker.I am usually HR's go-to Assistant and serve as Attorney Integration Liaison, new-hire Staff Mentor, Secretarial Team Lead, Assistant Office Manager, Billing Specialist, and Interim Assistant to new Partner hires to facilitate a smooth onboarding into our existing document/billing best practices that maintain the company's great client services provisions.I dont like my Group scrambling, so I always aim to review all projects to better organize with my caseload tracker for a better work/life balance.Strong Time Management and Calendar Management using Zoom/Teams/Googles/Skype, Concur Travel, Chrome River Expense Reports.Board Meetings across different time zones, BD pitches and post-follow-ups efforts, and financial services project research and admin support.Highly organized, poised, discrete, multi-tasker, project and docket deadlines tracker, savvy researcher and report preparer.Business Incorporation, NYS tax planning, commercial leasing; employee recruitment, interviews, payroll, benefits, onboarding and retention.Excellent written and verbal communication skills: reply to emails, create/edit/proofread emails, correspondence, documents and reports.Experience dealing with USCIS, State Department, Foreign Embassies, SEC, IRS, USPTO, and Labor DepartmentsPackage pleadings and exhibits for e-filing at NYSCEF and Federal Courts, route to all parties, and navigate Case Management and Docket.Bilingual - Fluent English and Spanish (intermediate French and Italian).Type 70 wpm, BigHand transcription, or straight-typing dictation document production for C-level executivesCRM: Salesforce, WorkDay, AsanaTeamplayer and self-starter who is result-driven, detail-oriented, and dedicated to our company success, so I can be proud to say I work hereEDUCATION:College Degree from Drake School of Business (Awarded Associates Degree in Business Administration & Accounting, February 1985, New York, NY) John F. Kennedy High School Awarded Regents Diploma (June 1983, Riverdale, NY) LTC4 Legal Technology Core Professionals Certificates Awarded at Benesch Friedlander (2022) |
