Administrative Assistant Legal

Carol Thompson

SUMMARY

Worked with executive level administrators for over 30 years in healthcare (nursing and psychiatric administration, volunteers, and most recently in statistical reporting). Also worked as a church secretary and over five years as a legal assistant. Presently working two part-time positions, one at a CPA firm, and the other at a local upscale vineyard.

SKILLS

Computer Technology: Word, Excel, Access, PowerPoint, Outlook, PageMaker (InDesign), and Visio

EDUCATION

Indiana University (Classics & Physics, but did not graduate)

Ivy Tech Community College (Computer Technology – classes only)

CERTIFICATION

Circle City Legal Secretaries Certification

Haffley, Taylor, and Company Sept 2017 – May 2018

Administrative Assistant

I have been working with this CPA firm part-time, which includes two full-time CPAs and two part-time accountants. We prepare and file taxes for both individuals and entities. My responsibilities include a variety of tasks in the processes involved with the filings. I also provide basic office responsibilities and maintenance which includes answering the telephone, greeting clients, ordering supplies, etc.

Daniel’s Vineyard July 2017 – Present

Tasting Room Associate

I work part-time as a tasting room associate over the weekends at this very busy vineyard. In this position, I am one of over 30 part-time employees who work various shifts to provide the customers with top-notch service as we introduce our customers to the vineyard’s fine wines. The facility is very modern and upscale. My responsibilities don’t stop with serving wine; we are all expected to keep the customer as our main concern, but to also clean, stock, and assist in any way we can at all times.

IU Health Nov 2004 – Mar 2017

Administrative Assistant

I have been working for two departments: Decision Support & Analytics and Infrastructure & Enterprise Architecture, as the Administrative Assistant. The teams were housed in two separate buildings, and involved staff and business state-wide.

I am very organized, detail oriented, have great communication skills, and am very customer focused as proven by the establishment of my own network of executive/administrative assistants throughout the network. Below are most of my areas of responsibility:

Responsible for a variety of highly confidential administrative projects and duties where my independent judgment, analytical ability, and self-direction were put to the test.

Highly organized and capable of handling many tasks/projects simultaneously.

Worked with the leadership teams and with other c-level executives and their administrative assistants throughout the network, where I arranged an assortment of meetings and independently researched issues with little or no assistance.

Proficient in Outlook, Word, Excel, and PowerPoint, and brushing up on Access, and Visio. Currently in the process of working toward Microsoft Certification.

In charge of five conference rooms on my scheduled floor, and maintained a list of contacts with other floors and buildings, both IU Health and others outside the network.

Developed great working relationships with staff and contacts at other facilities, employment agencies, consultant groups, vendors and their representatives, caterers, basically everyone; I was the point of contact person for the floor, not just our department. The floor also consisted of HR.

Scheduled meetings, teleconferences, web-conferences, educational events, secured special computer class rooms and setup audio-visual equipment for those when requested and organized special catering when needed.

Responsible for all organized travel, which included use of specific company forms and informing staff of the travel procedures, registration, flight, hotel, transportation, meals, other miscellaneous expenses, and reimbursement procedures on return. Also included working with specific vendors re site visits.

Screened sales calls, ordered and maintained supplies, which included basic office supplies, special request supplies, and kitchen supplies.

Worked with the HR Department and outside agencies re staff recruitment, onboarding and off-boarding.

Established work space for new employees, providing them with needed equipment and supplies, i.e. computers with proper configurations, monitors, telephones, name plates, proper furniture, parking, and Sonitrol cards for floor entry; and initial orientation for the department.

Ran monthly physician volume reports for the medical staff office for physician compliance, and for clinics and various physicians requesting privileges at other hospitals outside the network.

Entered all staff’s time in Kronos and worked with Payroll re any unusual circumstances or discrepancies.

Worked with the leadership team and the contract and procurement team re a variety of financial issues re contracts and service agreements. Assisted with the budget by providing specific figures documented on an ongoing expense report.

Coordinated all floor emergency needs, which included fire, safety, and tornado drills; basically, almost anything that involved a “floor ambassador”.

Assisted with a PHIS Data Quality report; and a Census Report for the US Census Bureau.

Thomson Electronics Jan 2004 – Oct 2004

Legal Assistant

This was a long-term temp assignment. I worked for two legal attorneys in Intellectual Property (national and international patents). I typed and prepared a variety of documents mostly regarding international applications, and filings regarding company patents. This also included infringements, and letters to international banks and patent offices. I maintained all departmental files and worked directly with inventor employees with the company. I organized and coordinated a large annual inventor recognition dinner. This included preparation of invitations and recognition documents, ordering awards, securing a photographer for photo-shoots at the dinner, procurement of space at a country club, menu selection and seating arrangements for the dinner.

Barrister Personnel Oct 2002 – Jan 2004

Legal Assistant and Database Administrator

In the office, I created and maintained the client database, which included various spreadsheets and forms. I also assisted with financials, screening and interviewing staffing candidates and performed testing, coordinated weekly payroll for office staff and temporary staffing. And managed the office in the owner’s absence.

I filled both short and long-term assignments as a legal assistant in the following law firms: Baker & Daniels, LLP, Locke Reynolds, LLP, and Leagre, Chandler & Millard.

Conseco Services, Inc. Nov 1998 – Sep 2002

Legal Assistant - Legal Operations and Trademarks

I worked for the Sr. Vice President, Chief Compliance Officer, of Legal Operations, and the Vice President of the Health Division regarding legal matters.

Assisted with all compliance and regulatory matters.

Coordinated all intellectual property (trademarks) filings.

Maintained an active tickler file, databases, spreadsheets, and trademark files.

Handled escalated complaint calls and follow-ups, and other regulatory matters.

Worked with the company’s marketing division regarding trademark design

Maintained a working relationship with other corporate offices and subsidiaries.

Assisted with preparation of educational materials for a yearly trademark seminar, scheduling meetings and teleconferences, travel arrangements, and assisted with the department’s annual budget.

Responsible for the monthly analytical variance and statistical reports provided to the Conseco Board, which included information re all Conseco subsidiaries and products.

Organized and created a variety of filing systems within the department for quick reference and ordered supplies.

Hobbies/Interests and Volunteerism:

500 Associates (15 plus years on Queen’s Ball Committee)

Social Chairman for Indianapolis Sailing Club (2 plus years)

Two photography clubs; one for-profit; the other a not-for-profit, as organizer (8 years)

Indianapolis Symphony’s Juniors and Women’s Committee (Fund Raising - 4 years)

Established Grief Group for those going thru various stages of grief.

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