Human Resources C Suite
Resume:
MARY JANE WEISS
*********.*****@*****.***
Profile
Hardworking professional with great attention to detail and ability to handle a multitude of tasks, presently seeking Office Management/Administrator position. On-site, daily participation is highly desired. Excellent Client/Customer care proficiency.
Skills
Microsoft Office Suite (Word, Outlook, Excel, Adobe, Teams)
Proficient in legal software systems and legal billing (Zola Suite/Caret, TyMetrix, Counselink, Legal Exchange, Legal Tracker, Law Vu)
Concur (Expense & Travel), Ariba (SAP Procurement)
Mind/Body Software (comprehensive management system incorporating billing, payment, scheduling, marketing and client care - utilized by health, wellness and beauty industry)
PROFESSIONAL EXPERIENCE
Estée Lauder Companies, New York, NY March 2024 - Present
Global Employment, Ethics and Privacy and Product Regulatory Litigation
Administrative Assistant
Supporting SVPs and VPs with administrative and operational duties.
Calendar management (identifying and resolving conflicts), meeting coordination (scheduling in person and virtually), booking conference rooms (including off-site).
Administer purchase orders, process expense reports and vendor invoices.
Review mail (incoming subpoenas and correspondence) and route to appropriate internal teams.
Manage settlement process including processing Medicare releases.
Create and manage matters in legal software system.
Update various data tracking spreadsheets and distribute.
Assist and administer to company sponsored events (in-office and off-site), including food and beverage, informational materials and AV access.
Obtain credentials and register all visiting guests.
Coordinate with other administrative assistants as necessary.
Provide operational support for special projects as needed.
Coffey Modica LLP, White Plains, NY August 2021 - December 2023
Law Firm specializing in Insurance Defense Litigation
Executive Administrator
Growth oriented office management professional in Defense Litigation Firm with broad responsibilities from firm launch. Member of the Founding Team and instrumental in expansion, development and success.
Office Management – Overseeing every aspect of daily and long-term functions in five offices. Receiving all mail and distributing/shipping documents.
Working closely with the Founding Partners to develop and implement the initial business model, ultimately expanding that model to five physical offices in eighteen months.
Operations Management - Coordination of all physical office equipment including technology, food and beverage services, and all supplies.
Human Resources - Active involvement in the hiring process: including initial reviews of resumes, on boarding and maintenance of new employee records for professional staff at all levels. Supervision and evaluation of team of law clerks. Communicate employee updates and performance to Founding Partner.
Legal Billing Administration - Responsible for monitoring budgets and assisting attorneys with monitoring billable time and expenses. Administer all vendor bills, including invoices for legal services.
Hospitality - Select, purchase and distribute all client and staff gifts. Implement all client and staff In-house and Off-site meals, including all events. Domestic and international travel arrangements to include out-of-state depositions, overseas conferences/conventions and awards ceremonies.
Stretch*d, Rye Brook, Rye Brook, NY August 2020 - August 2021
Physical Rehabilitation Therapy
Office Manager and Administrator
Manage, schedule, train and hire advisor/front desk staff
Organize and oversee logistics for maintenance, including health and safety protocols, procedures and supplies
Implement all orders of office supplies, strategically replacing prior support supplies to minimize space costs
Compile all incoming and outgoing invoices
Administer to profit and loss spreadsheets and other expense projections to assist in managing cash flow
Manage various financial functions to include payroll and petty cash
Provide assistance to Marketing Director, providing input and implementing all outreach projects and various promotional events
Create materials including in house posters, flyers to be distributed locally
Insure a welcoming, clean and sanitized environment to insure client confidence and team health Update all client profiles, schedules and billing.
Cold Play Cryotherapy, Greenwich/Darien, CT October 2018 - March 2020
Physical Restoration Facility featuring Whole Body Cryotherapy and Infra-Red treatment
Office Administrator, Manager and Cryotherapist
Welcome guests at front desk
Create a warm and welcoming environment
Administer scheduling, membership, and billing using Mind/Body software program
Manage the implementation of various cryotherapy services, business and office support to the facility owner, while providing additional support to the vast client base
Research and develop personal client procedures and treatments, based on individual needs
Input all necessary information to profit and loss spreadsheets
Initiate the creation of job postings, initial screenings, interview scheduling, and new hire set-up/orientations - welcome and train new employees
Manage various financial functions to include vendor purchasing, repair invoices and shipping costs
Strategically created treatment room upgrades to increase customer privacy and office efficiency
Implement proofreading and perform extensive research regarding new devices, their uses, and best protocols
Greenwich YMCA, Greenwich, CT August 2011 – March 2020
Health/Fitness Facility
Part Time Barre Instructor
Created “Body Barre” class format to increase membership and dues
Supervise the installation of ballet barres and mirrors in a gym setting to create the appearance of a professional dance studio
Request the acquisition of necessary sports equipment required, replaced, and upgrade as needed Maintain a healthy client base through creating and maintaining relationships
Maintain an extremely high level of confidence and enthusiasm in members
Greenwich Water Club, Cos Cob, CT September 2006 – March 2020
Health/Fitness Facility
Part Time Barre Instructor
Created, designed and developed the barre studio and program, at the newly opened fitness facility
Adapted the program to fit the needs of a private club/exclusive clientele base
Equinox, Sportsplex, Exhale,
Lotte/Berk d/b/a Bodd, Stamford & Greenwich, CT September 1989 - September 2020
Health/Fitness Facility
Part Time Fitness Instructor
Conducted classes in various fitness modalities for both adults and children: Kick-Boxing, Barre, Pilates and Yoga
Community-Minded Homemaker September 1989 - September 2020
Raising a family and maintaining a household, actively involved in local fund-raising endeavors
Volunteer
Deacon at First Presbyterian Church of Greenwich (CT)
Docent at Bruce Museum
President of Homeowners Association, 105 Hamilton Avenue, Greenwich, CT Health & Safety Director,
Greenwich Public School System
PTA Co-President, North Mianus Elementary School
Education
Art Institute of Pittsburgh/Fort Lauderdale Associates Degree
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