Manager Executive Assistant

Alicia Ebelhardt Senior Executive Assistant with Extensive Legal Office Management

Seasoned, highly experienced executive administrator, well versed in supporting professionals at all organizational levels. Niche expertise in executive support, HR assistance and paralegal duties. Meticulous professional with years of experience coordinating complex calendars and travel arrangements, managing presentations and events, handling sensitive correspondence, and supervising/training staff. Poised to tackle new challenges as a senior-level executive assistant. Fluent in both English and Spanish. Areas of Expertise include:

Exceptional Communication

HR Duties and Staff Supervision

Paralegal Expertise

Calendar Management

Case Management and Legal Duties

Property Management

Travel Arrangements

Event Planning

Document Handling

Billing and Financial Correspondence

Accounts Payable/Receivable

Teamwork and Collaboration

Professional Experience

McELROY, DEUTSCH, MULVANEY & CARPENTER Newark, NJ 2011 – present

Legal Assistant

Perform routine legal and administrative matters on behalf of former Managing Partner, Thomas P. Scrivo (resigned August 2015) and now work with several Partners

Ensure adherence to rules and procedures when answering requests and redirecting items as needed

Manage database of client lists and attorney assignments

Handle high-volume billing and receivables; delegate to billing coordinator as appropriate

Draft fee retainer agreements and streamline client correspondence as well as heavy email communication

Perform complex calendar management and manage legal file system

Analyze and address conflicts with attorneys

Maintain follow-up system to enable multitasking and ensure timely completion of projects

Handle complex client projects and meet client deadlines

Notary Public

SIEBEN, GROSE, VON HOLTUM & CAREY, LTD. Minneapolis, MN 2004 – 2010

Paralegal for Harry Sieben, Jr.

Handled Litigation Case Management for large volume cases

Maintained status reports and managed work flow of all litigation files from commencement to trial

Steered all aspects of discovery phase, including drafting legal pleadings and correspondence

Managed all facets of trial phase, including preparing exhibits and trial notebooks

Coordinated testimony time of trial witnesses and authored mediation brochures and demand letters

Assisted with client acquisitions and relations with sources of referrals

Directed client and expert contact, including meeting arrangement, and trial and deposition attendance

Summarized and analyzed documents and performed internet research

WENDEL FAMILY OFFICES Loretto, MN 2004

Personal Assistant/Property Manager for CEO & Chairman of Polaris Industries

Coordinated all travel arrangements; reviewed and responded to email communication

Processed expense reports and prepared correspondence and insurance forms

Scheduled and set up meetings, as well as handled complex calendar arrangements

Managed accounts payable and handled significant projects with limited supervision

Served as Property Manager and HR Administrator, supervising employees at various investment locations

Handled and resolved all property management issues

TRAVELER’S EXPRESS COMPANY, INC. Minneapolis, MN 2003

Legal Administrator for VP and Chief of Legal Counsel

Managed day-to-day functions of legal department

Coordinated travel arrangements and scheduled meetings

Processed expense reports and assisted with budgeting

Utilized PowerPoint to deliver compelling educational presentations

Drafted, edited, and finalized correspondence and legal documents

Performed HR duties, such as keeping track of employee time off

FRAGOMEN, DEL RAY, BERNSON & LOEWY, PLLC Detroit, MI 1999 – 2003

Office Manager for Immigration Practice

Maintained daily operations of law office; supervised administrative support staff

Managed all aspects of financial management, including billing, collections, receipts and payables

Served as HR Administrator, Computer Systems Administrator, and Project Manager

TRANSMISSION TECHNOLOGIES CORPORATION Farmington Hills, MI 1998 – 1999

Office Administrator / Executive Assistant to VP of Sales

Handled all daily office functions, supporting a staff of 40 employees; maintained personnel records for HR

Hired, trained and supervised receptionist and administrative assistant

Coordinated all travel arrangements, scheduled meetings, screened phone calls and maintained filing system

Prepared and edited PowerPoint presentations; handled correspondence and documents

Organized Corporate Communication Meetings

Coordinated all travel arrangements for executives from Corporate Office in Mexico

MILLER, CANFIELD, PADDOCK & STONE Detroit, MI 1997 – 1998

Legal Secretary – International Practice

Provided secretarial support to senior principal partner in international automotive practice

Prepared bills and expense reports; coordinated attorney schedules and managed filing and time entry system

Finalized correspondence and performed paralegal duties

WILKES, ARTIS, HEDRICK & LANE Bethesda, MD 1994 – 1997

Office Manager / Legal Secretary (Real Estate Practice)

Managed daily functions of a 23-employee office; served as liaison between DC and Bethesda offices

Performed HR duties, such as hiring, training and supervising all support staff; tracked time off and benefits

Maintained petty cash and office checking account; planned marketing activities for seminars and receptions

Served as Computer System Administrator and Telephone Administrator; arranged meetings

Assisted Managing Partner in Zoning and Land Use Practice; maintained data entry of attorney time

LORD DAY & LORD, BARRETT SMITH Washington, DC 1992 – 1994

Legal / Executive Secretary (Aviation Practice)

Provided secretarial support to managing partner in International Aviation Law Practice

Coordinated attorney’s schedule and travel arrangements; supervised staff members in aviation department

Managed client billing, accounts receivable and collections

Prioritized, organized and completed projects with limited supervision

FELZENBURG, WINTER & WINKLER Livingston, NJ 1982 – 1992

Office Manager / Paralegal (Personal Injury / Matrimonial Practice)

Managed daily functions of office of 10 staff members; handled all billing and accounts payable and receivable

Performed HR duties such as hiring, training and supervising support staff; managed staff time off

Planned office activities and served in paralegal role to draft correspondence, control court calendar, assist clients, perform research and complete dictation

Education and Additional Skills

Katharine Gibbs School Montclair, NJ 1980

Certified: American Institute of Paralegal Studies, Inc. 1986

Attended MN Globe University 2008 and 2009

Software Skills

Lotus Notes, Quicken, Quick Books, Timeslips, IManage, Legal-X, Time Matters, World Docs, AS400 Computer System

and Windows 2007, MS Office (Outlook, PowerPoint, Word and Excel)

Languages

English and Spanish

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