Administrative Assistant Off-Site

MARY JANE WEISS

203-***-**** *********.*****@*****.***

PROFESSIONAL EXPERIENCE

Estée Lauder Companies, New York, NY March 2024 – August 2024

Global Employment, Ethics and Privacy and Product Regulatory Litigation

Administrative Assistant

Supported SVPs and VPs with administrative and operational duties.

Calendar management (identified and resolved conflicts), meeting coordination (scheduled in-person and virtual), reserved conference rooms (including off-site).

Administered to purchase orders, processed expense reports and vendor invoices.

Reviewed mail (incoming subpoenas and correspondence) and distributed to appropriate internal teams.

Managed settlement process including processing Medicare releases.

Created and managed matters in legal software system.

Updated various data tracking spreadsheets and distributed.

Assisted and administered to company sponsored events (in-office and off-site), including food and beverage, informational materials and AV access.

Obtained credentials and registered all visiting guests.

Coordinated with other administrative assistants as necessary.

Provided 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 professional in Defense Litigation Firm with broad responsibilities from launch.

Managed the firm’s legal documents from editing, formatting, distribution, and retention with MS Word and Zola Suite/Caret.

Drafted and filed attorneys’ motions and answers with NYSCEF.

Responsibilities included monitoring budgets and assisting attorneys with monitoring billable time and expenses in Zola Suite/Caret.

Administered all legal invoices for client services in Legal Exchange.

Managed Partners’ and Associates’ courtroom calendars with MS Outlook.

Managed and coordinated remote Plaintiff’s deposition schedule with MS Teams.

Arranged attorneys’ domestic and international travel for out-of-state depositions, conferences/conventions, and awards ceremonies.

Stretch*d, Rye Brook, Rye Brook, NY August 2020 - August 2021

Physical Rehabilitation Therapy

Office Manager and Administrator

Managed, scheduled, trained and hired advisor/front desk staff.

Organized and implemented logistics for maintenance, including health and safety protocols, procedures and supplies.

Compiled all incoming and outgoing invoices.

Administered to profit and loss spreadsheets and other expense projections to assist in managing cash flow.

Supported Marketing Director by providing input while implementing all outreach projects and various promotional events.

Updated 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

Created a warm and welcoming environment, updating and arranging treatment rooms as needed.

Administered scheduling, membership, and billing using Mind/Body software program.

Researched and developed personal client procedures and treatments, based on individual needs.

Entered all necessary information to profit and loss spreadsheets.

Managed various financial functions to include vendor purchasing, invoices and shipping costs.

Implemented, proofread and performed extensive research regarding new devices, their uses, and best protocols.

ADDITIONAL EMPLOYMENT HISTORY

Greenwich YMCA September 1989 – March 2020

Part Time Barre Instructor

Greenwich Water Club

Part Time Barre Instructor

Equinox, Sportsplex, Exhale, Lotte/Berk d/b/a Bodd

Part Time Fitness Instructor

Community-Minded Homemaker

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)

Volunteer

Deacon at First Presbyterian Church of Greenwich (CT)

Docent at Bruce Museum

President of Homeowners Association, 105 Hamilton Avenue, Greenwich, CT

Greenwich Public School System Health & Safety Director

PTA Co-President, North Mianus Elementary School

Education

Art Institute of Pittsburgh/Fort Lauderdale Associates Degree

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