Administrative Assistant
Resume:
Luci Smith
Pasadena, CA *****
*********@*****.***
I possess a positive attitude and work efficiently both independently and in team scenarios. I learn and apply
information accurately and proficiently. I have a strong sense of attention to detail. I am experienced in various
office equipment operations. I am proficient in the use of the following programs: Lotus Notes, Microsoft Outlook,
Microsoft Word, Microsoft Excel, TrialWorks, Vision and working knowledge of PowerPoint, Access and Telogis.
EXPERIENCE:
3/2013 – 3/2014 APR Consulting, Inc. (SCE)
Administrative Assistant, Santa Ana, CA
• Experience performing advanced administrative, secretarial, and clerical functions that include scheduling
meetings and conference calls using Lotus Notes.
• Prepare agendas as well as discussion materials for meetings.
• Coordinate and schedule travel arrangements as well as catering for meetings and luncheons.
• Maintain calendars, office files, reserve conference rooms, and order office supplies.
• Ensured maintenance and repairs of all office equipment such as multi-function copier machines,
telephones, and computers are completed in a timely manner.
• Receive confidential and sensitive telephone calls, files, documents, and reports.
• Entrusted with handling confidential information that has department impact.
• Copy, scan and fax documents.
• Review and process incoming/outgoing mail, distribute to appropriate Managers.
• Record and type meeting minutes for the Orange Region Monthly Staff, Safety and RGT meetings.
• Monitor and track all Mandatory training and assignments in the region to ensure 100% compliance.
• Review and process invoices through Non-PO workplace using SAP
• Reconciling Expense Reports for the District Manager.
• Proficient in Microsoft Word, Excel and Outlook as well as Lotus Notes.
• Collect employee information for the Orange Region Duty Roster and distribute weekly.
• Perform other responsibilities and duties as assigned, such as assisting the Planning Department with
creating planner packages by pulling the structure/equipment information, printing FIM/circuit maps.
• Ability to work in a multi-task environment, taking direction from multiple staff with minimal supervision.
• Ability to work effectively as an individual, as well as in a team environment, interact effectively and
collaboratively with clients, peers, management, and other work units both on the phone and in person.
7/2011 – 11/2012 WLC Architects, Inc.
Technical Resources Department, Rancho Cucamonga and Berkeley, CA
• Calendar appointments, including scheduling and coordinating meetings and conference calls for
Principal architects.
• Make travel and hotel arrangements.
• Prepare, edit and finalize documents, memos and correspondence.
• Copy, scan and fax documents.
• File electronic and paper documents.
• Experience working with database entry, tracking information and generating reports.
• Process, review and distribute mail to appropriate staff members.
• Front desk duties using a multi-line Cisco phone system.
• Handle confidential and sensitive telephone calls, files, documents, and reports.
• Track and monitor all repair/maintenance orders to ensure they are completed in a timely manner.
• Support DSA Coordinator with state forms, processing and tracking forms for certification of complete
projects.
• Maintain inventory and ordering of office and kitchen supplies.
• Single point of contact for Shipping and receiving of Federal Express, UPS Worldwide and outside courier
services.
• Preform other responsibilities and duties as assigned. Providing back-up coverage to other areas as
needed.
2/1997 – 9/2010 DarrasLaw, LLP
Legal Administrative Assistant/New Case Coordinator, Ontario, CA
• Experience performing advanced secretarial and clerical functions that include scheduling meetings and
conference calls using Microsoft Outlook for several attorney and/or paralegal staff.
• Coordinate and schedule travel arrangements.
• Front desk duties using multi-line phone system.
• Prepare, edit and finalize documents, memos and correspondence using Microsoft Word.
• Copy, scan and fax documents.
• File electronic and paper documents.
• Experience working with database entry, tracking information and generating reports.
• Review and process incoming/outgoing mail, distributing mail to appropriate staff members.
• Handle confidential and sensitive telephone calls, files, documents, and reports.
• Reviewing and routing incoming and outgoing correspondence, including following up where necessary.
• Track and report data (utilizing formulas, sorting data, filtering data).
• Shipping and receiving of Federal Express, UPS Worldwide and courier services.
• Process highly confidential personal information and documentation.
• Traveled with attorney/paralegal to meet clients during initial phases.
• Organized and managed over 200 current and past physical files as well as electronic files.
• Assisted clients by phone and in person regarding case status. Ensuring proper documents were added
to client files in a timely manner.
• Prepared retainer agreement packages for review and signatures.
• Successfully met competition dates and deadlines.
• Assisted potential clients in collecting requested information resulting from meetings.
• Maintained detailed notes regarding client communication and/or information in TrailWorks.
• Oversee the Firm Call Center for our nationwide clients. Responding to all calls and inquiries in a timely
manner and ensure follow up action as necessary.
• Supervised several employees in the Firm Call Center.
• Delegated special assignments to support staff.
• Review and approved timesheets bimonthly.
• Responsible for processing Accounts receivable and payable.
• Provide back-up coverage to other areas as needed.
• Use discretion in all matters.
• Interfaced with all levels of personnel, including internal and external executives.
• Ability to work in a multi-task environment, taking direction from multiple staff with minimal supervision.
EDUCATION
Mountain View High School
Graduated 1987
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