Executive Assistant Senior

Ruby L. Martinez

Senior Executive Assistant

Laguna Niguel, CA 92677

714-***-**** ******@*****.***

Professional Summary

Detail orientated, proactive Senior Executive Assistant with over 25 years of high-level experience supporting executive leaders in fast-paced environments. Expert in complex calendar management, global travel coordination, executive communications, and confidential project oversight. Known for exceptional organizational skills, and trusted partnership with organization leaders. Demonstrated ability to manage competing priorities, lead special initiatives, and maintain alignment with strategic objectives. Core Competencies

• Strategic executive support

• High-level calendar and travel management

• Executive communications and correspondence

• Cross-functional coordination

• Microsoft Office Suite and collaboration tools

• Project and initiative tracking

• Event planning and offsite logistics

Professional Experience

Pacific Investment Management Company, Newport Beach, CA Aug 2022 – Present Legal Operations Consultant

• Provide administrative support to legal operations teams, ensuring accuracy with the execution of legal, tax, and compliance documents

• Review and validate quarterly invoices from outside counsel for billing accuracy

• Monitor document completion for various investments

• Manage non-disclosure agreement workflow and prepare year-end audits

• Support interdepartmental projects and ensure timely processing of legal requests Law Offices of Ross H. Palfreyman, Laguna Beach, CA Apr 2015 – Jul 2022 Office Manager

• Provided direct support to the lead attorney, including managing emails, calendars, and bank accounts

• Drafted legal correspondence and maintained client communication throughout case lifecycle

• Negotiated vendor contracts, oversaw website updates, and performed office accounting tasks (billing, A/R, and quarterly file reviews)

• Processed monthly client invoices and managed operational logistics Mantle, Zimmer & Eulo, Newport Beach, CA Feb 2013 – Apr 2015 Legal Secretary

• Drafted pleadings and coordinated court communications for two attorneys

• Scheduled and confirmed client appointments and managed transportation and medical referrals

• Maintained digital document systems and submitted legal billing for work performed

• Calendar management

Law Offices of Brady, Vorwerck, Ryder & Caspino, Orange, CA Apr 2012 – Feb 2013 Legal Secretary

• Created legal documents, scheduled hearings, calendar management and coordinated client communications

• Maintained and organized digital case files and performed clerical support tasks Goldman, Magdalin & Krikes, LLP, Brea, CA Aug 2010 – Apr 2012 Paralegal

• Drafted legal correspondence and managed lien negotiation processes

• Oversaw document tracking, client coordination, and file audits for multiple attorneys

Law Offices of McDermott & Clawson, LLP, Orange, CA Jan 1998 – Aug 2010 Legal Secretary

• Supported a team of attorneys with transcription-based document creation

• Supervised and trained new hires

• Maintained digital filing and prepared billing for work performed

• Managed calendar for 11 attorneys

Attorney Assisted CA Centers, Orange, CA Mar 2006 – Sep 2012 Office Manager (Part-Time)

• Oversaw payroll, billing, vendor contracts, and secure document disposal

• Maintained office financial records using QuickBooks and managed client payments

• Trained all new hires

Education

Mount Saint Mary’s University

• Master of Business Administration, Project Management concentration

• Bachelor of Science – Business Administration

Technical Skills

A-1 Case Management Adobe Pro Appian CounselLink DealCloud GEMS Legal Solutions/ProDocs Microsoft Office Suite Monday.com ProLaw QuickBooks SharePoint Slack Smartsheet Workday

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