Mesa, Arizona, United States
☛LEGAL & ADMINISTRATIVE ASSISTANCE/SUPPORT ☛HR FUNCTIONS ☛OPERATIONS MANAGEMENT ☛TRAINING & DEVELOPMENT ☛FACILITY MANAGEMENT I am a thorough and organized office management and administrative support professional with 10+ years of rich experience performing administrative, operations and office functions with ease. I have an exceptional capability to lead and work in a team based environment, and am equipped with knowledge and hands-on experience of general principles and practices of organizational management, including: planning, supervision, scheduling, HR, training and general administration. I am capable of building and managing client relations, with experience in financial management including general ledgers, accounts receivable (A/R), payable (A/P), collection analysis, and budget development. I possess a deep understanding of legal, HR, administrative and office management tools with a track record of exceptional client service, and handling support requirements and can efficiently handle many complex tasks and projects simultaneously. Excellence in: ------------------ ►HR Administration & Support ►Administrative Support & Management ►Scheduling, Coordination, Organizing ►Accounting / Invoicing / Billing ►Reporting / Documentation / Correspondence ►Customer & Client Relations / Problem Solving ►Facilities Management & Control ►Regulations, Policies & Procedures ►Financial & Non-Financial Reporting Technical Skills: Lotus Notes, MS Office Professional Suite, PeopleSoft, Extensity, FAAS, CarpeDiem, Serengeti, Elite, Intellistat & Voyager
I was promoted to the executive HR leadership team to direct HR operations, employee management, compensation & benefits, contract negotiation, and overall company culture development/management. I assist the legal department with the review of contracts and preparation of agreements. I manage all aspects of company insurance policies and claims. As EA, I lead calendar management, scheduling, travel planning/arrangements, and generalist HR functions. I facilitate presentations, meetings, webinars including the preparation of presentation materials. I also manage expenses, reconciliations, and reporting. ***Value Added*** • Meticulously prepared HR presentations for Board meetings regarding current and future staffing needs. • Partnered with business leaders on organizational design, workforce planning, talent acquisition, succession planning, compensation, and employee relations. • Championed workforce planning and talent acquisition, steered employee onboarding and orientation processes. • Interpreted and administered company policies for employees and management. • Drove and facilitated effective performance management practices (coaching, counseling, career development, disciplinary actions) to create and maintain a high-performance culture that improves organizational capability. • Successfully coordinated and resolved employee performance issues, including terminations as per state and federal laws. • Created programs for improvement of morale, approved and coded invoices and signed disbursement and expense checks.
Leverage mastery of technical and administrative skills to provide senior-level administrative support. Deliver outstanding customer service, and actively respond to needs of internal and external clients. Steer the firm’s overall commitment to provide high quality legal services. Prepare and process correspondence and memoranda, as well as complex legal documents as per requirements set by each practice group. Draft routine cover letters and documents. Proofread documents for appropriate formatting, spelling and grammar and ensures a high degree of thoroughness and accuracy. Finalize documents for transmission via e-mail. Maintain Outlook calendar, meeting schedules and appointments. Coordinate conference room and catering arrangements. • Meticulously ensure fee earners’ daily time entries were drafted in accordance with firm and client guidelines. • Coordinate travel arrangements and prepare itineraries; submit expense reimbursement report. • Demonstrate advanced knowledge of legal terminology, legal documents and legal processes specific to the practice. • Anticipate, recognize and generate solutions to potential problems; handle escalations. • Serve as summer program coordinator and trusted advisor, coordinate all practice group meetings with summer associate(s), hiring partner, partner mentor and associate mentor. Schedule and manage all evaluations.
Supported the CFO, General Counsel and VP – Human Resources with all aspects of coordinating the commercial insurance renewal process for this commercial-stage specialty pharmaceutical company. Oversaw calendar management, scheduling, travel planning/arrangements, and generalist HR functions. Supported the coordination and facilitation of presentations, meetings, webinars including the preparation of presentation materials (PowerPoint decks, reports, Excel documents, correspondence, meeting minutes). Managed expenses, reconciliations and reporting. Attended various meetings to take minutes, record notes/action items, other briefing materials and distributes/follows-up accordingly. • Investigated and identified an accounting error that recovered $12K in expenses. • Directed the preparation of a variety of reports on weekly/monthly/as required basis. • Cultivated good working relationships with various stakeholders (internal and external). • Maintained the highest levels of confidentiality and integrity. • Recognized as ‘Employee of the Month’ in January 2018.
Held accountability for all aspects of finance, billing, A/R, A/P, human resources, and reporting functions. Ensured accurate bookkeeping and financial reporting (monthly income statement and balance sheet); reconcile bank accounts (operating account, IOLTA accounts, firm credit cards, Money Market account, and business line of credit). Partnered with CPA for quarterly and annual tax filings. Consistently maintained professional liability, commercial, and workers compensation policies; finalized annual renewal applications. Seamlessly managed firm and timekeeper profiles in each system (new user registration, rate sheets and approvals, matter management, etc.). Oversaw budgets, hours and productivity reporting; maintained California and Arizona IOLTA accounts. • Provided certificates of insurance; ADP payroll tax filings. Utilize various electronic billing systems (Serengeti, TyMetrix, Legal eXchange, CounselLink, CounselGo, Datacert, etc.). • Administered all Human Resources/Payroll functions, including new hire paperwork, benefits administration, 401k administration, and employee relations. • Processed safe harbor and pension contributions; oversee all aspects of e-billing, operating account and weekly financial updates to founding partners. • Seamlessly prepared and filed annual California filings with various government agencies such as payroll expenses and gross receipts filing for San Francisco, board of equalization filing, etc.