Dionne Maryse Gray Durham, NC *****

404-***-**** adcl6s@r.postjobfree.com

QUALIFICATIONS: Experienced Executive support person in handling a wide range of Administrative tasks to Executive level staff in fast paced environments.

25+ years of Administrative experience working for Executive level staff—12 years as a Legal Assistant;

Exceedingly well organized, possess strong prioritization and communication skills, flexible to change and enjoys the administrative challenges of running an office as an Executive support person;

Ability to interact with staff in fast paced environments while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality;

Ability to work in an environment where multi-tasking is the norm–A problem-solver;

Excellent written/verbal communication skills, with strong decision making ability—Handle and prioritize multiple tasks efficiently with attention to detail;

Heavy calendar management coordinating a variety of complex planning of Executive’s schedule;

Answer phones and direct all incoming calls promptly and efficiently;

Perform job responsibilities with minimal supervision—Handle various duties and assignments as needed by the Executive;

Ability to effectively set priorities and handle multiple situations and projects simultaneously;

Strong customer service skills;

Research skills, including on-line research techniques;

Displays a strong sense of independent judgment and initiative to perform tasks;

Strong sense of accuracy and follow-up when dealing with time sensitive issues;

Domestic and International travel reservations and conference/meeting setup for Executives;

Dictation and transcription of meeting minutes and routine correspondence;

Create, generate, coordinate, distribute media releases, charts, daily/weekly/monthly/annual reports, manuals and presentations;

Event Planning (responsible for budgeting, scheduling, site selection, acquiring of necessary permits, coordination of transportation, parking, arranging of speakers, entertainers, event decor, event security, catering, coordination with third party vendors and emergency plans).

EMPLOYMENT HISTORY:

Hatcher Legal, Durham, NC

Legal Secretary/Office Manager 11/2017–01/2020

Responsible for carrying out duties in a Legal setting under the direction of Attorneys:

Telephone answering and returning of calls;

Mail retrieval and distribution to appropriate person in the office;

Send mail out to respective clients and parties;

Greeting clients and visitors to the office;

Preparing the conference room and office for visitors;

Ensuring that office has appropriate supplies and properly functioning equipment.

Legal Assistant/Paralegal

Assist Attorneys with researching, gathering information and preparing matters to be presented in court cases:

Setting up new case files and electronics files;

Investigate the facts of cases and ensure that all relevant information is considered;

Identify appropriate laws, judicial decisions, Legal articles and other materials for assigned cases;

Compile, analyze and organize information;

Gather exhibits and other support for Legal matters;

Prepare writing reports, letters, correspondence and other documents as needed and/or requested;

Contacting the respective courts, other parties, other counsel as needed;

Contacting the courts to ensure proper filing of documents;

Contacting the courts to ensure that Attorneys have what they need prior to arrival;

Contacting the court to ensure that the proper number of copies, fees and all necessary information

Hines Co., Inc., Atlanta, GA

Administrative Assistant/Receptionist (Temporary) 09/2017–11/2017

Provided Administrative support to the General Property Manager, Property & Project Operations, Leasing & Marketing and the Provide Administrative support to Engineering staff as needed:

Received all visitors and phones calls;

Interacted with Tenants, vendors and business associates as well as officers, senior contacts within client organization (ability to communicate and work effectively);

Processed tenant requests and concerns including, but not limited to maintaining database on all work orders and ensure timely completion; ensuring tenant and property manager are informed of delays;

Processed regional IT work orders;

Prepared proposals and presentations as required including RFP responses;

Assisted in compiling budget information;

Maintained certificates of insurance and vendor approval files;

Ensured management staff receives tickler items and monthly critical data reports;

Produced, proofread and edited correspondence, summaries, reports, and other documents;

Performed and maintained accurate and well-organized filing;

Composed and distributed correspondence to tenants;

Organized and supervised tenant functions;

Ensured the reception, break room, file/copy areas and conference rooms were kept in clean and professional order for meetings and visitors;

Maintained office supply and marketing material inventory;

Carried out other duties as assigned by General Property Manager.

MIRASCO, Inc., Atlanta, GA

Receptionist and Administrative Assistant (Temporary) 08/2017–09/2017

Provided exemplary customer service to clients and visitors who call or come into the office;

Managing busy receptionist desk by answering phones and directing all incoming calls to the appropriate individual(s);

Generate monthly billing for office;

Make copies and other perform other miscellaneous clerical tasks;

Maintain and organize the appearance of the office while also keeping office supplies stocked;

Distribute incoming mail; Assist with office related questions and/or general office equipment usage and malfunctions.

Commissions, Inc., Atlanta, GA 04/2017–07/2017

Data Entry Clerk (Temporary)

Assist the Sales Department as follows:

Import historical and current sales/marketing data into CRM and creating reports;

Review/summarize sales lead information from CRM and transferring data to Excel;

Generate/analyze transferred reports to the marketing team and sales managers.

MOL (America) Liner, Atlanta, GA 02/2017–04/2017

Executive Administrative Assistant (Temporary)

Provided Administrative support to Senior Vice President of Strategy & Service Management as follows:

Answered phone/check voicemail, submit expense reports, make travel arrangements, organize filing, maintain miscellaneous reports and analysis;

Assisted with and contributed to special projects—coordinate, plan, prepare, set-up, organize company meetings/outings and the planning of additional events and projects as needed.

Office Management (back-up)

Primary point of contact for matters related to the company's Atlanta office space as follows:

Managed vendor relationships and contracts (i.e. for office machine servicing, ordering of office supplies, janitorial services).

IT/Technical (back-up)

Assisted with the procurement of all hardware and software assets companywide;

Assisted with tasks requiring broad working knowledge of a wide variety of standard computer applications (i.e. word processors, database systems, spreadsheet programs, report presentation packages, calendar schedulers and electronic file maintenance);

Tracked assets using an inventory management system and generated various recurring ad-hoc reports (i.e. monthly departmental expenses for cost control purposes);

Interacted regularly with offsite IT support department, sent computer equipment out for configuration;

Physically connect computers and/or telephones (infrequent task).

Limited Brands, Reynoldsburg, OH 08/2015–12/2016

Extraction Clerical (Temporary)

Created/combined documents needed for containers to be loaded/shipped from the Distribution Center;

Accurately and effectively completed and sent DOC SETs (important documents that are used by Distribution Centers, Freight Forwarders, and export auditors to communicate who, what, where, and what type of materials are being shipped) while being aware of ongoing changes and requests throughout the DC process.

Merchandise Processor (Seasonal)

Processed merchandise for Distribution Center by utilizing standard operating procedures;

Picked, packed, or stored merchandise;

Inspected merchandise items to ensure proper quality and brand specification;

Tracked information to facilitate flow of merchandise through the distribution center;

Induct/Resolve: Processed rework of various types of merchandise for the Distribution Center by auditing, counting, packing, picking, and sorting merchandise;

Exceptions: Corrected orders using the DC5 Database to gather information on packages and if the units were available to fill the customer’s order;

Auto bagger: Researched the customer’s order status for delivery using the DC5 Database.

Discount Fashion Warehouse (DFWh), Gahanna, OH 06/2016–08/2016

Sales Associate (Part-Time)

Assisted Customers:

Greeted visitors to the store by answering questions regarding merchandise and making the customer experience great from the sales floor to the register by listening, helping and making the customer want to come back to shop;

Adjusted to customer flow by always being on the move and available to provide assistance to the customers;

Replenished and restocked the store by understanding the customer’s needs—When merchandise is low, stock up to ensure that the customer has the styles and sizes needed.

Echo 24, Reynoldsburg, OH 05/2016–07/2016

Office Assistant (Part-Time)

Assist the Office Manager in various day to day tasks by performing general administrative duties:

Answered calls and directed the caller to the appropriate individuals;

Greeted all visitors (clients, customers and vendors);

Performed data entry of payroll and accounts receivable into QuickBooks;

Filing; Bank Deposits; Post Office and UPS mailings, of confidential nature.

Nationwide Insurance Company 09/2012–08/2015

Office Services Customer Service Representative, Columbus, OH

Front Lobby Desk liaison that created a professional environment:

Provided first class customer service to all by greeting associates and visitors in a courteous, friendly and prompt manner and by being an effective communicator;

Answered calls, determined caller needs as related to the call and redirected appropriately;

Assisted in conference room scheduling/setup as requested by associates in locations where service was needed.

Office of the Mayor 05/2007–09/2012

Executive Administrative Assistant, Columbus, OH

Welcomed all visitors to the Mayor’s office;

Responded to a wide range of inquiries of a sensitive nature and determined the visitor needs as related to the visit;

Provided coverage of a busy reception desk by answering and screening phone calls of a wide range, locating the proper information to assist the callers and transferring callers to the appropriate executive(s);

Prepared all Proclamations from the Mayor;

Assisted with Event Planning of Red, White, & Boom (4th of July event for the City of Columbus);

Assisted Security with request letters for items to be retrieved from Police Lockup;

Took dictation and transcribed verbatim of meeting minutes for City Council and Health Department Executive hearings;

Created correspondence on behalf of the Executive and prepared and compiled presentation documents;

Typed letters, memoranda, contracts and other departmental documents of a confidential nature;

Opened, reviewed and sorted incoming electronic mail for the Executive team by logging into Excel spreadsheet and forward as necessary to appropriate staff members–Reviewed emails for priority information and meeting requests as directed;

Dionne Maryse Gray Page 4.

Office of the Mayor

(cont’d)

Stay updated on executive’s priorities on a daily basis and scheduled touch bases and staff meetings with direct reports–Troubleshoot as needed.

Provided current agendas and necessary materials prior to meetings–Kept Executive informed of time/date/location changes of meetings;

Arranged Domestic and International travel for Executives;

Completed and reconciled invoices and expense reports;

Maintained office supply inventory;

Performed other duties and responsibilities as assigned.

United States Merchant Marine Academy, Kings Point, NY 03/2000–04/2007

Senior Administrative Secretary

Acted as liaison between the Executive, direct reports and staff members:

Maintained Executive calendar by determining best schedule for daily appointments and meetings including: establishing time frames for meetings; reserving and setup of rooms;

Collected material for all meetings and compiled this information for standard reports, presentations and other office related activities;

Prepared routine correspondence—letters, memorandums, and reports of a confidential nature;

Communicated regularly with senior executive management and practiced a high level of diplomacy and discretion in these communications;

Coordinated and monitored activities of the office to achieve desired objectives for projects—Initiated calls, memorandums, and requests for information then correlated material submitted by others.

Marsh & McLennan, New York, NY 03/1988–03/2000

Legal Assistant

Gathered/researched information and supporting documentation for Attorney/Client meetings;

Kept cases organized by maintenance of calendars, meeting deadlines, documenting actions, inputted information into file database and case management software, confirmed case status with attorney(s);

Maintained contact with clients involved in the case, scheduled depositions; prepared and forwarded summonses, drafted complaints, prepared and filed discovery requests, prepared responses to opposing counsel, generated status reports;

Kept clients informed by maintaining contact and communicating case progress, maintained case costs by verifying outstanding balances with attorney(s), clients, and providers;

Prepared case summaries and materials for mediation conferences; Monitored discovery responses, organized materials for team case review;

Enhanced trial proceedings by organizing evidence, preparing exhibits, scheduling witnesses and ensuring that witnesses were ready when needed;

Typing memoranda, correspondence, legal documents, charts and tables using various word processors;

Open and sort incoming mail;

Proofread finished documents;

Set up conference calls;

Receive/screen incoming calls;

Take messages and put on voicemail;

Open new client files and sub files and maintain, prepare and update sub file lists for client files;

Process attorney weekly time summaries;

Review billing memos and prepare monthly invoices;

Schedule appointments;

Prepare correspondence from dictation;

Arrange deliveries and court filings;

Schedule court reporters for depositions;

Update docket.

SKILLS: Access, Angus/CREL (Project Management), CONCUR (expense tracking), Excel, Lotus Notes, Outlook, PeopleSoft, PKMS Warehouse System, PowerPoint, QuickBooks, Word, Typing: 90wpm, Shorthand: 130 wpm; Data Entry: Alpha Numeric: 10,000 KSPH; 10-Key: 6,500 KSPH

Notary Public, January, 2018 – Present.

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