Legal Secretary/Executive Administrative Assistant

Mylene M. Villarmia

SKILLS

Office: Word, PowerPoint, Excel,

Outlook

Legal: DeltaView, Docs Open,

File Site, Elite Time Entry,

Carpe Diem, Softwise, Innova

Billing: Elite Enterprise, Lawsyst

CONTACT INFORMATION

Mobile No.: 058-***-****

E-mail: ***********@*****.***

Visa Status: Visit Visa

PROFILE

Legal Secretary Supervisor / Billing Coordinator with almost 15 years of experience; Personal Assistant with 4 years of experience

Throughout my career, I have maintained the highest performance standards within a diverse range of administrative functions. In addition, I have a strong background in all aspects of office management.

EXPERIENCE

Billing Coordinator, Hourani & Partners

January 31 2022 – April 8, 2022

Job responsibilities included:

Responsible for monthly WIP report for the partners to review;

Printing off pre-bills as well as input extensive amendments to narratives, time transfers, write-offs, time splits and also increasing time; responsible for ensuring bills are dispatched on time; email response to client queries on billings; updating billing trackers.

Legal Secretary Supervisor / Executive Administrative Assistant, Chadbourne & Parke LLC

January 2002 to November 2016

Achievements: I was awarded as one of the Excellent Legal Secretary for my hard work and dedication; I had training in Elite Enterprise to handle billings and was designated as Billing Coordinator

Job responsibilities included:

Responsible for the supervision of a small team of support staff and ensuring work were delegated properly among the other support staff; assisting with the recruitment process, as well as training new staff in accordance with company systems and house style; meetings with Office Manager to update on the progress of the team and to discuss issues; assisting with writing the office policies and procedures and boilerplate of Agreements in-house style;

Collaborating and assisting with the preparation of trial bundles for arbitration hearing; organizing company corporate minute books and sorting out of arbitration records to ensure they are up to date;

Assisting in a secretarial capacity with the start-up of a new business, including preparing engagement letters and opening of new matters in accordance with fee earner’s request; collaborating with the paralegal team with the set-up of offshore companies and free economic zone companies; providing and coordinating with the business development team on information for marketing purposes, along with collating and preparing marketing materials;

Processing and submitting expense reports and ensuring expense reports are cleared each month; completing and closing of time entries at the end of each week; preparing cover letters and statements for month end invoices; generating of billing proforma memos at month end; organizing billing of invoices on Elite Enterprise; print off pre- bills, amendments to narrative, time transfer, write-offs and time splits; responsible for ensuring partner’s bills are dispatched to the client promptly when finalized; maintaining accurate records of invoices for client billing, liaised with billing department regarding clients’ accounts;

Acting as cover for support staff when out of office, additionally reception cover; proactively manage fee earners diaries, as well as manage diaries of allocated fee earners in Microsoft Outlook to include: making appointments, arranging meetings and conferences; organizing travel bookings and visas; typing of correspondence and letters; revising and formatting documents and agreements. EDUCATION

Degree: Bachelor of Arts

major in English

Southwestern University

Cebu, Philippines

1984-1992

Secondary Education:

University of San Carlos

Girls High School

1980-1984

Primary Education:

University of San Carlos

Girls High School

1976-1980

Food Attendant, Fibber Magees

September 1996 – February 1998

Job responsibilities included:

Greeting guests and taking food and drinks order efficiently in a courteous manner; offering menu recommendations and staying attentive to the needs of guests in the dining area; replenishing supplies, setting up tables in accordance with restaurant policy and maintaining cleanliness and grooming standard at all times. Supervisor, Fries R’ Us (Cebu, Philippines)

November 1993 - December 1995

Job responsibilities included:

Ensuring production meets health, sanitation and quality standards set by the company, food industry and government agencies; responsible for coordinating shifts, arranging schedules, and monitoring employee performance; managing daily and weekly product evaluations and report findings to management; and providing monthly reports on sales.

Account Executive, Embassy Travel and Tours (Cebu, Philippines) March 1993 - October 1993

Job responsibilities included:

Finding potential clients to securing a deal; meeting clients to discuss their advertising needs; organizing and arranging travel bookings and accommodation reservations; providing price quotations and ensuring full understanding of the product and promoting special offers; and creating business plan to reach predetermined goals and quota.

Sales Assistant, Duty Free Philippines

October 1992 - February 1993

Job responsibilities included:

Greeting customers in a timely fashion while quickly determining their needs; recommending merchandise to customers based on their needs and preferences; maintaining knowledge of current sales and promotions; ensuring products are well displayed including restocking items and participating in stocktaking. Personal Assistant / Head Hostess, Billy Blues Bar and Restaurant (Dubai) February 1998 - January 2002

Achievement: I was promoted as Personal Assistant to the Owner/Entrepreneur Job responsibilities included:

Typing of correspondence and diary management; filing and archiving of documents; responsible for ensuring al necessary documents are printed in preparation for meetings; arranging conference calls; fielding calls and e-mailing messages; arranging meetings and booking venues; booking and organizing flights and accommodations; updating client database; managing stationery supplies;

Talking to clients via telephone and liaising with external clients to arrange and book meeting rooms as well as organizing party bookings; handling reservations and assist service staff when necessary; promoting special functions to regular guests.

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