Executive Assistant
Resume:
Bilingual: English and Spanish
Typing Speed: **+ WPM
CA DL & Reliable Transportation
Excellent and Strong; Writing
Communication
Multitask, Prioritize, and Manage Time
Effectively
Strong Organization and Detail
Oriented
Proficient In Computer Literacy
Outgoing and Bright Personality
Attentive and Efficient Work Ethic
Restaurant Management Experience
(2016-2019)
I’m seeking to work in an environment where I can utilize my expertise and be creatively involved within a system that effectively contributes to the growth of your establishment. With more than 5+ years of trusted experience, I’m confident in my work ethic to be able to succeed and grow within your industry. S K I L L S
Intent
E D U C A T I O N
Weekend Classes
2023
CASA LOMA COLLEGE
DIPLOMA
2016
MILIKAN HIGH SCHOOL
E X P E R I E N C E
Long Beach, CA
*************@*****.***
Executive Assistant to CEO & CFO
May 2023 - Present (Full Time)
CSSC + HSC + LVSSC + PSC
(PAIN MANAGEMENT FACILITIES)
Operational Support: Assist CEO, CFO, and key employees in managing day-to-day operations. Manage the CEO’s Weekly/Monthly Calendar effectively.
Location Management: Overseas operations and administrative work for Nine SoCal locations and Five Vegas locations. Legal Coordination: Coordinate with attorneys, scheduling depositions, and ensuring timely payments for the CEO and two other providers.
Credentialing Oversight: Take charge of all credentialing processes for every provider, including confidential contracts, licensing applications, and agreements, Ensure meticulous organization, scanning, and secure storage of all relevant documents. Patient Funding and Procedures: Maintain records of funded patients. Generate Letters of Authorization (LOAs) for each funded patient procedure, keeping the funded tracker updated daily/weekly. Confidentiality and Professionalism: Handle confidential and sensitive information discreetly and professionally. Meeting Management: Plan meetings and record detailed minutes. Schedule interviews via Zoom and Google Meet.
Communication Management: Draft and distribute emails, correspondence memos, letters, faxes, and contracts. Documentation and Filing: Maintain an efficient and effective filing system. Update and uphold office policies and procedures. Procurement and Negotiation: Place large orders for new clinic equipment for each new clinic facility. Research and negotiate deals with suppliers.
Travel and Expense Management: Maintain contact lists, book travel arrangements, submit/reconcile expense reports, and upload them onto DROPBOX.
Point of Contact: Act as the primary point of contact for the CEO and CFO, handling both internal work and personal matters. Interdepartmental Collaboration: Work collaboratively with all levels of management, providers, nurses, attorneys, and patients, ensuring efficient completion of daily tasks..
Contact
S T E P H A N I E R O M A N
Microsoft Word
Excel - Outlook
QuickBooks
NetDocuments
Timeslips
Clio
Law Ruler
SAP Business One
NextGen 5
Compulaw Vision
Electronic Service Control
Slack
Homebase
Zoom
Mighty
Monday
Practice Fusion
Gmail
Google Sheets
Google Docs
Dropbox
C O M P U T E R
L I T E R A C Y
E X P E R I E N C E
Calendar Management: Manage and synchronize Five
attorneys' calendars efficiently. Handle a high volume of calls for each assigned attorney.
Coordination and Scheduling: Cootfinate check-ins, conferences, appointments, depositions, and mediations. Client Records Management: Utilize an online database to manage and update clients' records. Process new leads, current clients' documents, and initial inquiries daily. Communication Handling: Respond to calls from clients, experts, vendors, potential clients, and staff/firm inquiries. Process answering service messages throughout the day. Multifaceted Support: Assist with translation, accounting, administrative, paralegal, and special projects as assigned, Collaboration with Accounting: Work closely with the accounting department, saving and processing all firm e- filing invoicing. Provide administrative and clerical support using Microsoft Excel, Dropbox, Clio, and Law Rupler. Invoice Processing: Receive and process large PDF files of invoices for depositions, e-filing, mediations, and court services. Sile each invoice onto clients' case files in the Clio database.
Logistics and Office Management: Coordinate pick-up and delivery of express mail services. Unpack inventory and manage stock supplies. Manage and train front and back personnel.
Event Planning: Plan and organize fundraisers for the firm. Organize gatherings and birthdays for the firm.
Online OResence Management: Review the marketing
aspect of the firm. Manage Google and Yelp accounts for reviews. Handle raffles conducted on social media
platforms, and Create social media posts through Canvas. CLE LAW
Legal Administrative Assistant
April 2022 - May 2023 (Full Time)
S T E P H A N I E R O M A N
E X P E R I E N C E
Calendar Management: Calculate and verify trial dates (TSC/FSC). Draft and submit deadline dates to our trial calendar. File hard copies meticulously into case files.
Legal Document Drafting: Draft various legal court documents, including oppositions, subpoenas, transactional documents, contracts, pleadings, and filing requirements. Assist in evidence gathering, legal agreements, and any correspondence. Support trial preparation upon request. Prepare binders for Pre-Depos/Depositions. Administrative Duties: Manage filing/e-filing of time cards and expense reports. Arrange travel plans and reservations. Act as the point of contact for any process service matters. Accounting Responsibilities: Create filing systems for large volumes of invoices. Review and verify all outgoing and incoming invoices. Scan and finalize the invoicing process. Separate and file each invoice by case number. Communication Coordination: Serve as the point of contact for all firm inquiries. Communicate with opposing counsel, other parties, clients, judicial administrative staff, and vendors. Calendar and Scheduling: Create calendar slips for each Motion, Depo, Conference meeting, POD, ROD, Telephonic meeting, and any changes to trial dates or deposition inquiries. Scan and file all calendar slips. Verify and proofread all information provided per case or document orders. Upload information onto the calendaring database for attorneys' and teams' easy access.
Meeting Coordination: Coordinate meetings with clients, opposing counsel, and other stakeholders. Prepare meeting agendas and document minutes for record-keeping.
Professional Development: Attend legal seminars and workshops to stay abreast of industry trends. Continuously enhance legal knowledge and skills.
Confidentiality Maintenance: Uphold strict confidentiality regarding sensitive legal information. Implement measures to safeguard client and case-related data.
Quality Assurance: Implement quality control measures for all legal documents and communications. Conduct regular reviews to identify areas for improvement in processes. Multi-tasking and Prioritization: Juggle multiple tasks efficiently, prioritizing based on urgency and importance. Maintain composure in high-pressure situations to meet deadlines. Team Collaboration: Collaborate with legal teams to ensure seamless workflow. Foster a positive and collaborative work environment.
Professional Development: Pursue ongoing professional development opportunities within the legal field. Stay informed about changes in laws and regulations impacting the practice. Legal Administrative Assistant
July 2021 - April 2022 (Full Time)
CKTF & F LAW
S T E P H A N I E R O M A N
E X P E R I E N C E
Dispatcher and Administrative Assistant
July 2020 – July 2021 (Full Time)
LIFTECH ELEVATOR SERVICE: UNION EMERGENCY ELEVATOR COMPANY Incoming Call Management: Answer high volume incoming calls from City and State Inspectors, Fire Dept., Passengers Entrapped, and Customers.
Emergency Response Coordination: Perform on-call emergency elevator calls. Dispatch the nearest and on-call elevator technicians for emergency entrapments.
Technician Scheduling: Schedule and dispatch route technicians for monthly/same-day services using information provided by management.
Dispatch System Management: Navigate the dispatch electronic service control system efficiently. Upload elevator reports with information provided by technicians.
Customer Service: Transfer incoming calls to office staff and field personnel. Serve as a point of contact for internal and external clients. Provide excellent customer service with follow-ups on dispatch information and elevator findings. Field Assistance: Organize and assist field personnel through on-call cell phone, Outlook email, and calendar functions. Write and distribute emails and correspondence to inform clients about each service call or monthly service request. Database Management: Navigate Microsoft online and Fleet GPS System. Submit each technician's daily time into a QuickBooks database. Update account information on the Excel master route list sheet as needed. Receive and distribute elevator conveyance permits, uploading permits into customer records. Union Portal and Records: Practice union portal calls and maintain daily records of twenty-five technicians' daily ins and outs. Supply monthly folders for each technician and schedule deliveries to their job sites. Coordinate with warehouse personnel for document and elevator parts delivery to technician depots. Route Technician Management: Memorize route technicians’ information, accounts, and zones for on-call scheduling, overnight duty, and same-day appointments. Maintain a large Excel file to organize and rotate 25 technicians quarterly. Assistant Director Support: Assist the Director of Operations on daily route schedules for troubleshooters and follow up after every service call. Maintain separate files for each troubleshooter route. Excel Sheet Updates: Update Excel sheets for account records, including elevator shutdowns, monthly inspection services, priority installation lists, and daily check-ins/outs. Collect elevator time sheets from technicians at the end of the day. Submit elevator time sheets and descriptions to the Electronic Service Control database. Administrative Support: Maintain a filing system for daily filing. Provide general support to visitors and clients. Coordinate with executive and senior administrative assistants to handle account requests and inquiries. S T E P H A N I E R O M A N
E X P E R I E N C E
Front Medical Office Coordinator
May 2019 – July 2020 (Full Time)
ATLANTIS EYE CARE: OPHTHALMOLOGIST OFFICE
Patient Calls Management: Answer high-volume calls for patients scheduling and canceling appointments. Address patient inquiries regarding urgent visits, questions about past and upcoming visits, insurance, surgery, and testing for both minors and elders. Pharmacy/Provider Communication: Respond to high-volume calls from pharmacies and providers. Handle patients' medical records, refill requests on prescriptions, and surgery inquiries. Appointment Scheduling: Schedule appointments for Optometrists and Ophthalmologists. Manage separate appointment books for various medical procedures and examinations. Coordinate DEX exams with dilation, GLE exams, Post-ops, follow-ups, and consults. Insurance Verification: Call Providers/Insurers/Medical Groups to verify eligibility and coverage. Work with various insurances including VSP, Eyemed, Cigna, Anthem Blue Cross, and more. Document Management: Scan and file various documents, including consent forms, return-to-work/school forms, arbitration forms, HIPAA consent forms, testing images, patient demographics, surgery clearances, authorizations, and referrals. Prescription Handling: Verify pharmacy and patient requests for prescriptions. Send tasks/call pharmacies with prescription descriptions and quantities.
Referral and Authorization Processing: Receive and verify referrals/authorizations with patient inquiries. Call to book appointments as needed and mail new patient forms.
Authorization Requests: Request Authorization as needed for patients requiring one for each visit. Verify procedure codes for accuracy.
Patient Check-in and Check-out: Check-in patients for appointments, and collecting copayments. Collect and scan patients' photo IDs and insurance cards. Print fee ticket and review it for the healthcare provider before the appointment. Insurance Verification at Checkout: Check out patients at the end of appointments, ensuring the right insurance is processed. Verify vision and medical insurance as required for appointments. Record Keeping: Maintain records of serious patient inquiries in chart notes. Ensure clear communication within the company regarding pending or resolved matters.
Confidential Information Handling: Shred and dispose of patients' confidential information as per HIPAA requests. Ensure proper handling of confidential information before and after scanning into patients' charts. S T E P H A N I E R O M A N
S T E P H A N I E R O M A N
E X P E R I E N C E
Legal Administrative Assistant
October 2016 – May 2019 (Full Time)
BROWN WHITE & OSBORN LLP: CRIMINAL & CIVIL LAW
Proofread and entered data for all attorneys and paralegals into a timekeeping database. Provide copies to LASC SMSC SBSC. Process subpoenas and deliver the documents to courtrooms. Index and upload all confidential legal documents onto the firm’s database. Create and review client's files on NetDocs.
Review outgoing correspondence, pleadings, memos, and attorney time. Prepare exhibits, shells, and binders for hearings or dispositions. Transcribe confidential videos, police dash cam footage, and legal audio recordings. Compliment expense reports for all firm attorneys and prepare them for review and filing. Check-in clients and visitors for depositions, mediations, and other legal matters. Manage incoming calls on a multi-line system.
Receive, scan, file, and distribute incoming and outgoing mail and firm records. Handle reception duties maintain office supplies and handle firm-related orders. Draft and distribute correspondence, pleadings, and discovery requests Coordinated and scheduled, meetings, hearings, and appointments for attorneys. Assist with trial preparation by organizing evidence, exhibits, and witnesses. Maintain and update case files, including electronic and physical documents. Prepare and e-file court documents and pleadings in state and federal courts. Coordinate and schedule deposition, mediation, and client meetings. Manage attorney calendars and remind them of upcoming deadlines and appointments. Conduct initial client intake interviews and gather pertinent information for case files. Assisted in the preparation of legal briefs, motions, and trial documentation. Collaborate with attorneys and paralegals to ensure efficient workflow and case management, Handle confidential and sensitive information with discretion and professionalism. Provide administrative and clerical support to legal teams, including filing, photocopying, and scanning documents,
Contact this candidate