AVIS WILLIS

acz9kv@r.postjobfree.com

972-***-****

OBJECTIVE

Executive Assistant

SOFTWARE SKILLS

Microsoft 365, Concur Expense Manager, Workshare Compare, People Soft, WebEx, Skype Meetings, Legal Docket, HP Autonomy, Risk Manager, AIA Contract Manager

WORK EXPERIENCE

CHRISTUS Health – Irving, TX – 8-2013 to 9-2016

Executive Assistant II - Legal Services

Supported four Regional Attorneys with daily administrative functions and processed

confidential information such as EEOC claims to meet strict deadlines

Scheduled Skype Conference calls and assisted with the preparation of any meeting

materials, recorded meeting and webinar notes

Assisted with gathering documentation to respond to subpoenas in a timely manner

Researched various software systems such as Contract Guardian, HP Autonomy, Legal

Docket to obtain copies of agreements and amendments

Assisted with the preparation of new agreements for internal and external customers

Set-up all the new files for the department and closed out all settled matters

Made travel arrangements which include flight, hotel, parking and car reservations

Prepared expense reports in Concur for travel expenses and department related expenses

Assisted with online registrations for attorneys to attend CLE conferences and seminars

Maintained Excel spreadsheet of renewal dates for attorney bar dues and fees

Assisted with internal and external email and phone requests for information

Created closing binders for joint ventures, obtained executed copies of closing documents

Maintained a list of all needed supplies and distributed supplies upon arrival from vendor

Backed-up other department assistants and paralegals with various administrative duties

Planned various department celebrations such as birthday, holiday and retirement parties

WheelHouse Resource Partners - Dallas, TX 3-2013 to 8-2013

Administrative Assistant - CHRISTUS Health – Legal Services - Contractor

Assisted with setting up new claim files

Drafted internal and external correspondence and memos, faxed documents

Maintained excel spreadsheet of all files closed and located offsite

Prepared FedEx packages, copied files

Created and maintained closing binders

Routed incoming calls for timely response

Express Employment Staffing – Dallas, TX 8-2012 to 3- 2013

Contractor

Set-up interviews with department managers and potential candidates

Prepared and submitted requests for candidate background checks

Audited employee personnel files for updated licenses and certifications

Notified candidates of post interview status

K& L Gates - Dallas, TX 2-2012 to 5-2011

Litigation Legal Administrative Assistant - Contractor

Provided daily legal administrative support to litigation Partner in the legal department

Assisted litigation attorney with the collection and analyzing of legal documents

Maintained litigation Partner's three calendars and scheduled meetings, conference calls

Drafted discovery responses for attorney's final approval, proofread legal documents

Prepared client bills, tracked billable hours and reconciled monthly credit card statement

Maintained databases- contact lists, client/ matter numbers and marketing mailing lists

Arranged domestic/international travel plans such as airline and hotel reservations

Opened new litigation matters via internal databases Metastorm and LegalKey

Acted as a backup for other secretaries and receptionist

Texas Instruments - Dallas, TX 4-2010 to 12-2011

Executive Administrative Assistant - Contractor

Supported General Manager and direct BU managers with routine business activities

Managed and updated GM calendar/ scheduled meeting with clients

Developed working relationships with both internal teams and external clients

Screened incoming telephone calls and assisted visitors and maintained office directory

Distributed daily incoming mail, prepared department e- mails and correspondence

Composed and formatted routine and complex letters, memos, reports, and faxes

Updated internal contract tracking systems for NDA, contracts, legal documents

Planned both domestic and complex international travel arrangements, hotels, car rental

Maintained confidential personnel records and patent/plaque inventor’s information

Planned quarterly department meetings, customer special events and celebrations

Created PowerPoint presentations and Excel spreadsheets and internal databases

Prepared accurate expense reports, purchase orders, worked with accounting department

Ordered office supplies, office equipment, laptops, monitors, phones, pagers

Linebarger, Goggan, Blair & Sampson, LLP - Dallas, TX 12-2009 to 4-2010

Litigation Assistant

Supported 3 senior partners and the litigation manager with tax collection claims

Filed Notice of Tax Liens and Releases of Tax Liens with the FAA

Responded to all incoming Request for Disclosures within the statutory guidelines

Prepared legal documents, letters, faxes and emails and maintained copies for claim files

Researched tax account information via Dallas County Tax Assessor database

Prepared a weekly litigation tax report for the managing partner's review

Scheduled weekly litigation meetings and Meet Me conference calls

Administered daily roster of duties for both the college and high school co- ops

Back-up for litigation secretary and other administrative support staff

Today’s Staffing -Texas Instruments Law Dept. Dallas, TX 10-2007 to 01/2009

Administrative Assistant - Contractor

Provided legal administrative and general office duties for four attorneys

Assisted with the preparation of documents such contracts, PP presentations

Assisted lawyers, customers and other internal workgroups with inquiries

Received and screened phone calls to ensure timely responses and resolutions

Maintained electronic calendars for four attorneys, scheduled appointments

Set-up video teleconferences, WebEx meetings, conferences, seminars

Reconciled Corporate American Express invoices and prepared online expense reports

Made travel arrangements online which included tickets, itineraries, hotels and car rental

Prepared files for records retention/ retrieval and maintained a database of file location

Coordinated off-site meetings, conferences and training seminars

Maintained dept. manuals and distributed daily mail, copies, over night packages, faxes

Paradigm Engineering Ltd.- Construction Consulting - Lewisville, TX, 1-2005 to 7-2007

Engineering Support Specialist

Provided support to Civil Engineers and Environmental Attorney

Assisted with daily administrative and general office duties such as typing and filing

Assisted with the collection, organization and distribution monthly reports

Reviewed detailed CAD drawings to ensure accuracy for the geographic region

Communicated via phone and email with government agencies regarding regulations

Maintained database of all current federal, state, county and local permit requirements

Assisted clients with regulatory and permit issues to insure prompt resolution

Miscellaneous duties as assigned

EDUCATION

Eastfield Community College, Mesquite, TX

Certificate – Human Resources

Certificate – Training and Development

Collin County Community College, Plano, TX

Paralegal Certificate

Northeast Louisiana University, Monroe, LA

Associate of Science Degree - Office Administration

Professional Organizations / Achievements

Member of International Association of Administrative Professionals

CHRISTUS Health Mentorship Program FY2015

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