Scheduler

Lynn M. D’Ottavio

Del Mar, CA

Email: *******@*****.***

Professional Summary

Senior Administrative Specialist who consistently demonstrates excellent working relations with equity level partners, clients, and colleagues

Highly competent to represent an organization with professionalism and confidence

Extremely qualified to work in a high pressure, fast changing environment

Acute organizational skills, prioritization of workload and meeting deadlines

Utmost attention to accuracy and detail

Efficient and able to manage multiple tasks and activities simultaneously

Strong work ethic, dedicated and trustworthy

Professional Experience

Dec 2022 – Aug 2023 Snell & Wilmer, L.L.P., San Diego, CA

Legal Administrative Assistant

Assisted two members, two associates, and one paralegal in the Intellectual Property Practice Group

Aided attorneys in resolution of closing client files as well as opening new matters

Prepared client correspondence which included engagement letters, new client reports, and retainer documents

Drafted reporting letters to clients regarding documents received from the U.S. Patent and Trademark Office

as well as the Patent Cooperation Treaty

Created client invoices

Coordinated and reserved travel arrangements

Attention to proofreading legal documents

Apr 2022 – Sep 2022 Avidity Biosciences, Inc., San Diego, CA

Administrative Assistant

Managed complex Avidity Interview Calendar for Program Management Team, Technical Operations Team, Biology Team, and Chemistry Team

Coordinated on-site candidate seminar presentations as well as virtual candidate interviews for each of the above Teams

Received three AVID Accolades in connection with my assistance with the on-site candidates

Provided coverage for Office Coordinator which included but not limited to greeting visitors and administered visitor passes, oversaw Reception Calendar regarding conference room requests, forwarded facility requests to Facilities Manager, handled incoming and outgoing mail, maintained neatness and supplies for conference rooms and two kitchens

Assisted in set up and break down of company events (on-site and off-site)

Jan 2019 – Oct 2021 Scripps Laboratories, Inc. (Chemical Manufacturer), San Diego, CA

Executive Assistant to President

Managed complex calendars for President and CFO during a highly expansive time of President’s business

Transcribed monthly Board meeting minutes, bi-weekly Product Onboarding and Sales Team meeting minutes

Administered legal documents with discretion for two highly confidential lawsuits to and from outside counsel

Arranged multifaceted domestic and international travel logistics which included multiple flight connections, hotels, rental cars, car service, and trade show set up) for President and Sales Team

Planned and coordinated company events (on-site and off-site) and weekly raffles for 20 employees

Prepared and submitted numerous daily invoices to worldwide customers

Monitored visitor entrance and maintained visitor log

Systematized PPE station protocol at beginning and during COVID-19 pandemic

Mar 2015 – Dec 2018 AXA Equitable Holdings, New York, NY

Law Department - Administrative Assistant to Litigation, Investment, Compliance and Tax Attorneys

Streamlined vast amount of complex calendar management for 6 attorneys

Organized company events (domestic and international) for employees on behalf of investment attorney

Arranged multifaceted domestic and international travel logistics which included multiple flight connections, hotels, rental cars, and car service for each principal

Revised highly confidential quarterly reserves for Litigation Practice Group

Prepared Committee Meeting minutes, correspondence to auditors, and litigation settlement disbursements

Attention to formatting and e-filing legal documents within the FINRA website

Aided attorneys in the resolution of files as well as opening new matters

Executed high volume of case filing

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