Carol Whitley

*** ****** **

Somerville, TN *****

ad5avm@r.postjobfree.com

www.linkedin.com/in/whitleyc

901-***-****

Summary:

I am a well diverse administrative professional as well as an experienced certified paralegal with a strong history of providing top-notch support to senior executives and legal experts. Throughout my career, I have become proficient in optimizing workflows, managing sensitive data, customer service, and enhancing communication efficiency. My skills and achievements have enabled me to be an asset to any team that I have been a part of. I am now seeking a role within a dynamic company to apply my expertise and contribute to the success of the organization. Thank you for considering my application!

Professional Experience:

Contingent Executive Assistant to VP, Distribution & Logistics

[Medtronic], Memphis, TN October 2023 - Present

Working closely with the VP, Global Distribution & Logistics and other senior leaders with administrative duties, project management and facilitating communication both internally and externally.

Reports to and provides Executive Assistance for the VP, Global Distribution and Logistics - extensive internal and external calendaring, point-to-point business travel, expenses, and special projects.

Train with Compliance Manager to become familiar with the duties and responsibilities of a project coordinator.

Consult with senior-level leaders and team members across Medtronic and cultivate cross-functional relationships between departments to improve communication across teams.

Screening emails and phone calls

Manage demanding Outlook calendaring requests with global/regional scheduling considerations, while also keeping executives accessible.

Coordinate events, and catering requests.

Initiate purchase orders, reconcile invoices, and complete/track expense reports.

Coordinate complex travel and expense reporting using Concur.

Communicate with internal teams to act on projects.

Coordinate general office management including ordering supplies and coordinating guest arrivals.

Executive Administrative Assistant to Chief Executive Officer & Chief Medical Officer Memphis Health Center, Memphis, TN Nov 2022 – October 2023.

Facilitated and direct all incoming calls and appointment requests for the Chief Medical Officer (CMO), ensuring prompt and professional responses.

Attended select team meetings with doctors and nurses to take notes, identify follow-ups, and send reminders. Setup and maintain a central repository for meeting minutes, action plans and initiatives.

Compiled and analyzed data critical for executive decision-making, providing valuable insights to support strategic initiatives and for determining salary increases for medical providers.

Proactively proofread and edited executive documents and communications, maintaining a high standard of quality and accuracy.

Expertly managed and organized confidential information to safeguard privacy and maintain the integrity of sensitive data.

Collaborated with internal medical providers to facilitate efficient management processes and ensure seamless operations.

Managed and reported medical providers' workday time using the ADP System, optimizing scheduling and resource allocation.

Coordinated luncheons, board meetings, and appointments, ensuring smooth and successful events.

Legal Administrative Assistant [Butler Snow], Memphis, TN Aug 2021 - July 2022

Provided administrative/clerical support essential to filing patent applications, contributing to the efficient operation of the legal team.

Coordinated calendars, contact information, and communication activities using Microsoft Outlook and manual systems.

Conducted meticulous due diligence while preparing documents, presentations, and correspondence.

Streamlined workflow using the firm's case management system, iManage, enhancing productivity and efficiency.

Secured electronic legal and confidential dockets/files, maintaining strict adherence to security standards.

Assisted with filing patent applications to the United States Patent and Trademark Office (USPTO) as needed.

Processed attorney's time for billing purposes, contributing to accurate and timely invoicing.

Paralegal [Medtronic], Memphis, TN Nov 1999 - Dec 2019

Achieved a 90% reduction in contract requests by assisting with creating and implementing new automated contract templates.

Successfully coordinated $1B+ asset purchase agreements by collaborating with external attorneys and Medtronic staff to ensure contractual compliance.

Produced various agreements, to include Confidential Disclosure Agreements/Non-Disclosure Agreements (CDA/NDA), Master Service Agreements (MSA), and Statements of Work (SOW).

Assisted with filing patent applications to the USPTO, ensuring timely and accurate submissions.

Maintained the central repository system, eCATS (Electronic Central Agreement System), for contracts and agreements storage.

Leveraged the Agile system to scrutinize and authorize promotional marketing materials, ensuring compliance with a three-billion-dollar asset purchase agreement as well as trademarks and copyrights.

Provided Notary Services as needed.

Serve as a liaison between the organization and both internal and external stakeholders.

Executive Secretary/Assistant [Medtronic], Memphis, TN June 2010 - May 2013

Provided C-level executive support and assistance to the VP/Chief Patent Counsel and assigned leadership staff.

Orchestrated legal invoices using the Advanced Invoice Management System (AIMS) for accurate and timely billing.

5+ years of relevant experience supporting senior-level executives in an administrative capacity.

Reduced errors and identified missing patents by analyzing data using the Cardinal System.

Effectively coordinated domestic and international travel for the VP/Chief Patent Counsel.

Legal Administrative Assistant [Medtronic], Memphis, TN May 2005 - June 2010

Reviewed and processed Medtronic's promotional materials before distribution, ensuring compliance.

Arranged travel and lodging accommodations for interviewees, facilitating a smooth interview process.

Recruited and Coordinated interviews for applicants, managing schedules and resources efficiently.

Enhanced overall office effectiveness by providing administrative support to attorneys and maintaining office resources, equipment, records, supplies, and other essentials.

Expanded the team by participating in attorney interviews and candidate identification.

Performed clerical and administrative duties with precision and efficiency.

Worked as an Office Manager with minimal supervision, demonstrating strong organizational skills.

Function as a mentor for other admins (where applicable).

Administrative Assistant to Finance Director [Medtronic], Nov 2000 – May 2005

• Analyzed historical records, current operational data, and forecasting information to pinpoint opportunities for system improvements and optimization.

Generated internal and regulatory financial reports, including balance sheets and income statements, ensuring compliance with industry standards.

Developed and oversaw financial models for the assessment of corporate investments and acquisitions, contributing to informed decision-making.

Conducted essential clerical and administrative tasks to support seamless financial operations.

Efficiently processed invoices, ensuring accuracy and adherence to established procedures.

Maintained a meticulous digital archive of financial documents, facilitating easy access and retrieval of critical information.

Collaborated with a team of eight (8) financial analysts to produce revenue reports and refine divisional budgets, aiding in financial strategy optimization.

Administrative Assistant to Regional Sales Director [Medtronic], Nov 1999 – Nov 2000

Managed the Director's calendar by prioritizing schedules and meetings.

Assisted the Director in planning and organizing meetings by taking responsibility for assembling the agenda, location, meeting technology (WebEx) based on participant needs, and all other meeting planning. Further prepared meeting briefing documents by taking and disseminating notes and formulating post-meeting action item lists.

Supports Director by acting as proxy for communications and approvals as authorized. Answers broad questions as necessary and refers (filters) routine matters to appropriate parties and follows up to ensure accurate disposition.

Coordinated travel arrangements for the Director, meticulously assessing and determining the most efficient travel plans and itinerary for scheduled meetings, alongside overseeing other concurrent projects.

Provided analytical support to assist the Executive on special projects. Researched issues, analyzed problems, compiled data, and prepared reports.

Education:

Belhaven University, Jackson, MS December 31, 2013

Master of Science in Organizational Leadership

Belhaven University, Jackson, MS May 31, 2012

Bachelor of Science, Management

Belhaven University, Jackson, MS May 31, 2006

Associate of Arts, General Studies

Auburn University, Auburn Alabama October 9, 2015

Paralegal Certification

Skills:

Administrative Support

Notary Services

Reviewing Marketing Materials

ADP

Office Management

SAP

Agile

Organizational Skills

Teamwork

Billing

Paralegal

Time Management

Business Finance

Pharmaceutical/Medical Device

Trademarks and Copyrights

Calendar Management

Presentation Skills

Training

Catering

Project Management

Travel and Expense

Communication

Public Speaking

USPTO Filings

Concur

Purchase Orders

VP Support

Confidential Disclosure Agreements

Recruitment and Selection

Westlaw

Confidentiality

Repository Management

Workday

Contract Management

Revenue Reporting

Contact this candidate