M A Executive Assistant

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P H O N E: ** 4 - 791 - 203 7 • E - M A I L: J U B EL L A R O D RI G U E Z@ G M A I L.C O M

J U B E L L A M. R O D R I G U E Z

SUMMARY OF QUALIFICATIONS & SKILLS

Able to work well in a high-pressured environment; Well organized and efficient; Maintain strong training skills; Proficient computer skills: MS Word, Access, PowerPoint, and Excel; Capable of handling multiple projects concurrently; Skilled at Managing Processes, Inventory Control & Supply Management, organizing complex projects, defining project priorities and delegating tasks; Excellent communications skills both verbal and written; Ability to adapt to changing priorities; Ability to process data in files and follow protocols and procedures – ERM Certified. Applications include Chrome River, Legal Sifter, DocuSign, Conga, SAP, Oracle, Legal Tracker, SharePoint, Enovia, ATMS, and USPTO.

PROFESSIONAL EXPERIENCE

Executive Assistant III / Legal – Labor & Employment

AECOM / January 2023 - Present

Resolve complex issues in creative and effective ways that are beneficial to the team.

Utilizes business processes, gathers data, makes recommendations, coordinates with attorneys across the globe, and provides confidential and high-level administrative support to attorneys.

Support attorneys with their responsibilities, including litigation, insurance reporting, responding to subpoenas, assisting in responding to third-party and internal requests for information, compliance review, and assisting with employment, intellectual property, and privacy law matters.

Meet regularly with attorneys to review the status of projects; plan key events, meetings, and upcoming travel; and prioritize open action items.

Assist with budget management, tracking receipt and payment of invoices, and other administrative financial matters.

Interact and communicate with all levels within the company; develop effective networks with peers and external professional groups.

Communicate with attorneys and professionals across the globe to assist in preparing documents and policies.

Identify process improvement opportunities and recommend special projects and initiatives related to general business administration.

Word processing and file management.

Arrange international and domestic travel agendas.

Prepare, review, submit, and track attorney expense reports for reimbursements.

Screen, prioritize, and redirect/forward phone calls; respond to callers with routine requests and those requiring additional research and investigation.

Perform other related projects and duties as assigned.

Legal Assistant / Records Management Specialist

Fujitsu Network Communications / October 2011 – January 2023

•Assist the contracts team with updated document versions for SOW, Amendments, and Addendums.

•Receive, document, and file subpoenas.

•Support General and Corporate Counsel with litigation matters.

•Prepare, organize, and file documents and correspondence.

•Monitor contacts database for upcoming expiration agreements.

•Update and maintain internal databases.

•Prepare and submit expense reports via Chrome River.

•Coordinate domestic and international travel for SVP/General Counsel.

•Prepare and distribute weekly and monthly contracts (Sales, Procurement, NDA, Real Estate) reports via excel (charts, graphs) to upper C-Level Executives.

•Oversee state contract license dues, renewals, fingerprinting, and officer background forms.

•Assist outside litigation firm with documents, correspondence, and other materials for case preparation.

•Organize relevant documents for attorney review and litigation preparation.

•Prepare and file all court documents.

•Prepare, and maintain both hard copy binders and e-binders.

•Coordinate with other business entities for legal billing.

•Assist in the creation of schedules for projects and project plans.

•Work with outside firms to research and file patents with the USPTO.

•Assist counsel in drafting, redlining, proofreading, and revising legal documents.

•Assist HR with onboarding new hires.

•Manage office equipment and the day-to-day operations of the office.

•Manage legal repository and oversee document control of all legal contracts.

•Ensure contract data is protected by screening access for requestors.

Provider Data Management Analyst II

MHN Government Services / March 2011 – October 2011

Provided supervisor support in compliance with government tasking under the Military & Family Life Consultant contract with the U.S. Department of Defense.

Responsible for processing Electronic Consultant Requests (ECR) and communicating with Field Operations Management for clarification, concerns, or follow-up when needed.

Set up and performed facility (hospitals and clinics) enrollment in the provider data management system.

Enrolled providers and practitioners in the provider data management system.

Updated facilities, providers, and practitioners with claims payment information.

Researched, reviewed, and made updates within the provider data management system per provider requests.

Performed quality service checks on systemic data, including claims processing and provider directory information.

Performed researched and resolved problems as necessary.

Trained and mentored Provider Data Management Analyst I.

Executive Secretary

Dallas County Security & Emergency Management / June 2006 – October 2010

Served as a liaison between the department heads, managers, and other entities.

Worked on complex, confidential, and sensitive assignments in accordance with Dallas County policies and procedures.

•Handled department’s budget, quarterly spending status, and analysis reports.

•Handled all clerical and secretarial tasks for the County Fire Department, Security & Emergency Management.

•Interviewed, handled, prepared new files, and processed all necessary paperwork for new applicants.

•Posted new job positions into the Dallas County recruitment system.

•Conducted research, typed up vendor records requests concerning hazardous materials within the county, and sent them to the District Attorney for approval.

•Answered and screened all incoming calls for department heads.

•Typed up memorandums and correspondences, court orders, and travel requests to county officials on behalf of the Department Director, Chief of Staff, and County Fire Marshal.

•Scheduled appointments, meetings, and other agendas.

•Entered requisitions for all department supply orders and service requests.

•Handled all travel requests/arrangements for department heads, including reimbursements, hotel, and flight.

•Greeted visitors and sorted and distributed incoming/outgoing mail.

•Filed timesheets, personal information relating to personnel files, and all paperwork about county vendors.

•Overlooked authority signatures for department invoices sent to the auditor’s office for payment approval.

Assistant to City Comptroller Accountant

City of Dallas Comptroller's Office / Nov 2005 - May 2006

Paid invoices per vendor request for the City of Dallas.

• Verified purchase orders and delivery orders from within the department.

• Entered all verifiable information into the city's system to process and issue checks.

• Filed all invoices that have been processed and paid.

• Contacted vendors for past-due invoices.

• Assisted and received customer care calls from vendors with questions about their invoices.

• Entered and processed mileage reimbursement for city employees daily.

• Verified all information, such as authorized signatures that have signed off on the paperwork.

• Spot-checked old invoices to verify that payment had not been made twice.

• Pulled documents from files to research short-paid invoices.

• Conducted special projects for management weekly.

Senior Claims Processor

Allstate Insurance / November 2002 - May 2004

•Provided administrative and clerical support to licensing specialists/adjusters

•Maintained and organized adjuster files. Input data into MSB software (claims software).

•Aided adjusters via phone and within the office to settle claims.

•Assisted in investigating details with the customer on claim facts upon the adjuster’s non-availability.

•Issued and processed checks and other paperwork related to the claim.

•Performed particular tasks and duties as requested by management.

•Aided policyholders during and after regular business hours.

•Assigned as a backup for the claim’s dispatcher, including:

oAccepting claims from within MCO (Market Claims Office).

oLocated and assigned an adjuster in charge of where the claim occurred.

oNotified claims adjusters via e-mail/phone of assignment.

oEstablished newly reported claim losses and transmitted them to the appropriate MCO.

EDUCATION & CERTIFICATIONS

AAS Paralegal Studies – Bryant & Stratton College (Nov. 2023, est. graduation)

Electronic Management Records Certified – Association for Intelligent Information Management (June 2013)

Notary Public, State of Texas (Expires Feb. 2026)

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