Administrative Assistant Executive

Valerie Swanson

**** ******* **., **** ****, OH *5371

Cell: 937-***-****; E-mail: ac5wt9@r.postjobfree.com

Professional Profile

Flexible legal secretary/administrative assistant with 15 years of diversified and progressive legal experience. Skilled at conducting efficient and organized secretarial/administrative duties in a fast-paced legal environment. Highly organized with strict attention to detail and strong administrative and people skills. Able to work independently and in a team environment to prioritize tasks based on principal and client needs. Specialize in data entry and retrieval for case processing. Proficient in all MS Office 2010-2013 applications, type 65 wpm. Excellent writing and interpersonal communication skills. Adapts quickly and easily to new career demands.

Highlights

Document preparation

Record organization and processing

Correspondence and communication

Scheduling

Data entry

Procedural compliance

Organized

Experience

UES, INC. – Beavercreek, OH (September 2016-February 2018)

Administrative Assistant to Corporate Department

Assisted in preparation of documents to the Contracts department using legal terminology

Prepared written and electronic communications, PowerPoint presentations, copied, scanned, assembled and distributed documents

Created/purged/updated files as needed

Performed Web Expenses, maintained Verizon bills, Change Log, generated Google Analytics reports and input data into Excel spreadsheets

Helped manage SharePoint and Outlook Calendar

Coordinated events and meetings for customers and employees, including monthly seminars, corporate holiday and family Christmas parties

Helped with tours of the company and provided occasional interpretation for the scientists

Ensured appropriate set-up of multiple rooms, including seating arrangements, technical requirements, etc.

Updated meeting agenda and recorded meeting minutes

Distributed mail and packages to the Corporate Department, including President/CEO

Communicated with different department to ensure deliveries of their orders/documents

Supported Marketing and Accounting Departments as needed

Ordered, picked up lunches for the Corporate Department, President/CEO and made reservations for business lunches/meetings

Ordered and maintained supplies for the Corporate Department

Implemented new technology in the mail room, including communicating with administrative assistants at WPAFB, FedEx and UPS regarding company’s specific orders

M3 Technology, LLC - Matawan, NJ (December 2014-September 2015)

Executive Assistant to the President, VP and COO

Calendar - ensured calendars are current and free from unnecessary conflicts

In charge of scheduling meetings and events, booked rooms, confirmed attendee list and responded to email correspondence regarding the meetings/events

Updated meeting agenda and follow-up meeting minutes

Planned and coordinated events including timing, program, venues etc.

Worked with external vendors to facilitate catering, printing, and other meeting materials

Ensured appropriate conference room set-up (e.g. seating arrangements, technical requirements, etc.)

Organization and planning - assisted with the creation of documents, presentations, and spreadsheets

Created/purged/updated files as needed

Assisted in the preparation of lists and life insurance reports for the unions

Alvarez & Marsal Financial Industry Advisory Services, LLC - New York, NY (November 2013-April 2014)

Executive Assistant to the Co-CEO of FIAS

Provided full administrative support to the Co-CEO of Financial Industry Advisory Services of Alvarez & Marsal Holdings, Inc. (corporate/banking finance, restructuring), and to the two Managing Directors (MD) (corporate/banking finance) managing their day-to-day activities and responsibilities

Calendar - maintained calendar & responded to meeting invites, client invitations, client meetings; arranged meet & greet/catch-up meetings with visiting sr. Mgmt

Registered all the upcoming visitors with the securities building system

Arranged all aspects of travel (international & domestic) – ensure correct time zones: flights, trains, cars, hotels, visas - through Ultramar, internal systems, TravelSync

Contacts - maintained and updated as events, meetings, conferences took place

Drafted correspondence, formatted engagement letters and statements of work

Entered time entries using Agresso and Concur

Ordered office supplies and business cards using Office Depot and WB Mason accounts

Communicated with recruiters in order to set up interviews of potential candidates for key positions within the company

Booked conference rooms, met/greeted the candidates and provided food accommodations

New joiners and terminated employees - worked with Support Specialist to ensure all technology (computer/phone/etc.) has been ordered. Used various systems in coordination with HR, Procurement, IT department

Answered MDs’ direct phone lines and relay accurate messages

Created, opened and organized all files for FIAS group

Forman Perry Watkins Krutz & Tardy LLP - Red Bank, NJ (August 2013-October 2013-contract)

Billing Coordinator/Paralegal

Entered attorneys' and paralegals' time entries in Elite and Oracle billing system

Sent finalized invoices to insurance carriers

Researched plaintiffs' cases regarding asbestos litigation in upstate New York

Set up reminders for upcoming summary judgment motions, expert due dates and trial dates

Shearman & Sterling LLP - New York, NY (December 2012-February 2013)

Floater

Provided full administrative and legal support for all the attorneys and secretaries, including editing and producing invoices (90% of the time) using Elite billing system

Filed, photocopied, scanned, faxed and saved documents into the E-Docs system

Prepared outgoing mail distributing through messenger service, postal service or vendor

Created, opened, organized and reviewed all files, monitored document production and retrieval for attorneys from the Records Department

Edited, formatted, proofread, redlined and blacklined legal documents

Emmet, Marvin and Martin, LLP - New York, NY (March 2010-August 2012)

Legal Administrative Assistant

Provided full administrative and legal support for an Equity Partner (corporate and banking finance, commercial and residential RE, commercial leasing) and to an Of-Counsel (commercial and residential RE, commercial and residential leasing) managing the day-to-day activities and responsibilities

Coordinated and managed calendar and deadlines for business and client meetings, appointments, travel and personal matters

Processed expense reports, reimbursements and check requests

Handled routine filing, photocopying, scanning, saving documents into the system and faxing

Transcription, dictation and shorthand

Prepared files for the future closings (including redwelds and folders with labels)

Supervised preparation of closing binders and CD-ROMs

Arranged golf and holiday clients’ outings

Cleared the names of the clients with Building Security Service for the upcoming closings

Arranged conference calls for the principal and team attorneys with clients

Answered and screened calls, filed inquiries, relayed messages and tracked all communication with clients and in-house team

Dechert LLP - New York, NY (April 2004-December 2008)

Legal Administrative Assistant

Managed all administrative tasks for a senior partner (corporate banking, commercial RE, securitization and compliance) and three associates, plus filled in for two (2) more secretaries

Sorted out incoming and outgoing mail for principal and supportive attorneys

Tracked and accounted for all expenses, utilizing correct client codes and invoicing procedures

Prepared extensive travel reimbursement reports

Opened, organized and reviewed all files, monitored document production and retrieval for attorneys from the Records Department

Proofread, redlined and blacklined legal documents using DeltaView program

Prepared monthly invoices for clients averaging 20-40 invoices with discounts using Elite billing system

Handled dictation from principal and supportive attorneys

Opened and closed new matters for principal attorney

Searched for legal documents utilizing Interwoven and IManage system

Law Office of Robert Gumenick - Commercial and Residential RE

New York, NY (September 2003-February 2004)

Legal Secretary/Legal Assistant

American International Group - New York, NY (February 1999-September 2001)

Receptionist

Education

NYU - Paralegal Diploma, June 2003

State University of Gomel, Belarus - BA Degree in English and History, June 1996

Skills

Programs: MS Office Suite 2013, Adobe Acrobat 9.0, Cisco Phone System, Commtouch Anti-Spam Manager, DeltaView, IManage, E-Copy, E-Docs, Interaction, Pending Personal, Extensity, Interwoven, Room Tracker, MacPac, BillBack, DocEval, MetaData, Minisoft, Legal Key, Styles, TOC, TOA, Carpe Diem, Elite billing system, Oracle billing system, Blue Book, Martindale Hubbell, Agresso, Concur, Ultramar, TravelSync, Scrolls, SharePoint

Languages: fluent English, Russian, Belorussian, conversational Polish, Spanish and Italian

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