Josephine Simmons

** ***** ********* ********* **********/ Strategic Partner

Professional Problem Solver

w/Legal and Internal Communications Experience

Arizona Public / U.S. Passport Holder

Program/Software Experience

•Google Docs/Sheets/Slides/Calendar/Duo Video

•Microsoft Word/Outlook/Excel (Formulas/Pivot)

•Expensify Expense Management

•Concur Travel/Expense System

•Kronos Travel/Expense System

•Express Scribe Transcription

•AMEX Global Travel System

•Intuit Mint/QuickBooks

•Adobe Acrobat Pro DC

•Diligent Board Docs

•WebEx Meeting

•GoToMeeting

•SurveyMonkey

•PowerPoint

•SharePoint

Critical Competencies

•Exceptional listening and communication abilities

•Collaborate well with team members on “ad hoc” projects, balance and prioritize multiple projects and responsibilities, take initiative setting goals, develop actions plans

•Familiar with pleadings/legal documents/contracts

•Ability to resolve simple IT related issues

•Problem solving / conflict resolution

•Self-motivated, ambitious, energetic

•Organized, proactive and punctual

•Master of calendar management

•Quickly master new skills

•Ability to adapt to change

•Master of research

•Commons sense

•Dependable

•Flexible

Professional History

Transact Campus fka Blackboard (On-Campus Higher Education Services) January 2019 to June 2020

Role One: Executive Assistant to Chief Executive Officer, Chief Financial Officer, Chief Technology Officer and Chief Revenue Officer. Role Two: Internal Communications Assistant

•Managed numerous executive and team members calendars. Managed travel logistics (domestic and international).

•Coordinated on and off-site leadership team meetings, client meetings, international and U.S. all-hands meetings across multiple time zones.

•Prepared, processed and reconciled expenses. Tracked, processed, and coded expenses and invoices. Set up new vendors in system.

•Created and distributed board meeting presentations, reports and other materials. Managed traveling board members travel logistics. Set up video conferencing equipment, managed catering and meal/beverage set up. Took meeting minutes and managed agenda timeline. Maintained board minutes, books and archive materials.

•Managed executive team's communication flow of organizational goals, initiatives, policies, processes, company events and cultural initiatives. Generated and managed content for intranet and created/managed SharePoint site. Kept employees apprised of organizational developments and staff accomplishments through written and verbal communications.

•Created/managed organizational charts. Management of employee furlough and termination tracking.

Cancer Treatment Centers of America January 2019 to January 2020

Role one: Executive Assistant for the Vice-President of Hospital Growth, Assistant Vice-President of Patient Care Services and Chief Nursing Officer, Assistant Vice-President of Finance and Assistant

Vice-President of Plant Operations. Role Two: Backup to Executive Assistant for CEO: Role Three: Internal Communications Specialist

•Prepared, processed, and managed expense reports, check requests, invoices, setup of all new vendors. Tracked, processed, and coded expenses and invoices.

•Managed hospital physician's employment contracts, hospital-related agricultural leases and abstracts, assignment of ground lease agreements and related amendments, agricultural land use applications in collaboration with the hospital's legal team and the Maricopa County Assessor's team of analytic appraisers.

•Managed outbound and inbound Fed-X, UPS, USPS postage meters, copy machines and office supplies. Verified operation of office equipment by completing preventive maintenance requirements and calling for repairs.

•Board meeting management. Created and distributed presentations, reports and other materials. Assisted with travel logistics for traveling board members. Set up video conferencing equipment, managed catering and meal/beverage set up. Attended board meetings, taking meeting minutes and assisting with agenda timeline.

•Maintained board minutes, books and archive materials.

•Created, managed and distributed internal communications, collaborating with marketing, human resources, executive teams and selected staff to compose messaging and communications, endeavoring to encourage employee engagement through understanding of the company vision/plan/goals.

•Managed employee birthday, anniversary and promotion celebrations.

•Coordinated executive, senior management and the nurse leadership team’s vacations, day-to-day meetings and travel schedules

•Management of domestic and international business air travel, hotel and meeting room accommodations, local and international ground transportation, organization of event catering and related logistics for on and off-site meetings.

•Updated and implemented administrative and executive support policy changes and monitored effects.

•Processed executive subscriptions, license renewals, continuing education requirements and membership renewals.

•Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.

•Managed and approved Kronos timecards for numerous departments.

•Assisted with employee onboarding.

Annexus Wealth Management January 2018 to January 2019

Executive Assistant to Chief Operating Officer/General Counsel and Chief Strategy Officer

•Managed meeting calendars ensuring the timing and logistical details were well-coordinated and manageable for the executives and their teams. Ensured executives were on time for meetings, dialing executives in - in advance of phone and video conferences.

•Management of domestic and international business air travel, hotel and meeting room accommodations, local and international ground transportation, organization of event catering and related logistics for on and off-site meetings.

•Preparation of operating, distributor, trademark and non-disclosure agreements.

•Collaborating with outside counsel on various legal pleadings.

•Management of corporate books.

Annexus Wealth Management (continued)

•Management of the Continuing Legal Education Program (CLE) (registration for seminars and associated logistics).

•Management of expense receipts and expense reports for reimbursement.

•Scheduled international and U.S.

•Based video conferences, teleconferences and WebEx presentations.

•Organized and distributed materials to the sales teams; prepared teams for client meetings and presentations.

•Creation of PowerPoint presentations for meetings, client distribution, organizational charts as well as creation of new forms with our partnership endeavors.

•Training administrative staff, coordination of visitors, monitoring incoming phone communications, ensuring proper routing to appropriate departments/team members, management of office machinery and supplies, manage Costco food and supply deliveries, keeping the kitchen stocked for employees and visitors, and managing on-site third-party property maintenance companies.

•Execute daily personal errands for the executive team, including providing transportation to and from varied locations, collecting dry cleaning, taking vehicles in for repair or through emissions and travel to local restaurants to secure breakfast, lunch and when necessary, dinner for the leadership team.

•Manage outbound and inbound Fed-X, UPS, USPS and postage meters. Manage copy machines. Manage office supplies.

•Managed employee birthday, anniversary and promotion celebrations.

Solvay USA - Aerospace & Composite Materials August 2005 to December 2017

Role One: Executive Assistant to the Sr. Vice-President and General Legal Counsel. Role Two: Contracts Paralegal. Role Three: Export Compliance Manager

•Managed multiple executive calendars, as well as managing domestic and international business logistics,

•Managed expense receipts and reports for reconciliation. Managed Fed-X, UPS, USPS shipments.

•Managed employee birthday, anniversary and promotion celebrations.

•Management of the Continuing Legal Education Program (CLE) (registration for seminars and associated logistics).

•Schedule and prioritize international and U.S. based video conferences and teleconferences.

•Manage incoming legal and export-related data and coordinate the flow of communications, closely monitoring required actions and deadlines.

•Management of the worldwide legal contracts database and import/export license records.

•Managed organization's Export Compliance Program as Export Compliance Manager and Empowered

Official.

•Collaborated with the internal Director of the Joint Strike Fighter Program in management of the on-site defense services secured facility in Tempe, Arizona.

•Secured and reviewed DSP-83s, end use statements, purchase orders and technical assistance agreements.

•Submitted DSP-5 export license and TAA applications via the Directorate of Defense Trade Controls / U.S.

•State Department (predominantly USML Categories VIII and XIII). Submitted Department of Commerce export license applications, collaborating with U.S. Licensing agents, government military consultants, customer service reps and U.S. Freight forwarders. Submitted annual corporate registration renewal via the Directorate of Defense Trade Controls, U.S. State Department.

Snell & Wilmer January 2003 to August 2005

Legal Assistant

•Provided legal and executive administrative support to partners and associate attorneys.

•Drafted client communications, legal documents, i.e. Complaints, answers, subpoenas, motions, summonses, interrogatories and contracts for attorney review and prepared for court filing.

•Communicated with clients, assisted in preparing clients for depositions, hearings, trials, and meetings.

•Collected, examined, and organized evidence and other legal documents for attorney and paralegal review for case preparation and preparation of reports.

•Maintained attorney calendars monitoring upcoming hearings, deposition and discovery deadlines.

•Ensured important court dates are entered on the team's electronic calendars, managed docketing system.

•Coordinated with process service agencies.

•Managed, organized, and maintained documents in paper and electronic filing systems.

•Attended legal meetings relating to case management, trial and discovery preparation.

•Coordinated travel arrangements.

•Processed expense reports and attorney time/client billings.

•Served as liaison between administrative partner, recruiters and partner candidates in collecting documents, scheduling meetings and interviews.

Beus Gilbert PLLC December 1997 to March 2001

Legal Assistant

•Revised documents, organized travel arrangements, submitted billable hours and coordinated court documentation for timely filings.

•Monitored legal volumes to verify law library was up to date.

•Responded quickly to client calls and inquiries, asking open-ended questions to deliver applicable information.

•Drafted various court documents, invoices and enclosures at attorneys' request.

•Organized legal memoranda and client correspondence.

•Prepared thorough, accurate and well-edited documents for cases, client communication and internal needs.

•Mailed and arranged for delivery of legal correspondence to clients, witnesses and court officials.

•Redacted confidential information from legal documents on case-by-case basis.

•Filed pleadings and required paperwork with court clerk according to strict deadlines.

•Corresponded daily with clients, insurance adjusters, doctors and attorneys.

•Organized exhibits for trial, preparing materials and supporting documentation for easy display and admittance.

•Drafted legal complaints, summons and interrogatories.

•Issued subpoenas for all necessary records in preparation for trials.

•Maintained master calendar for client appointments.

•Managed communication with courts regarding status of petitions and granted orders.

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