Executive Assistant Front Office

Terri Warner

Experience

OTMA-O.T. MARSHALL ARCHITECTS, P.C. June 2023 – May 2025

Front Office Coordinator / Executive Assistant

Acted as the first point of contact for internal staff, high-profile clients, and vendors, ensuring polished communication in a fast-paced architectural office.

Managed the day-to-day front office operations and provided direct executive support to a lead partner, including calendar management, meeting coordination, and preparing materials.

Maintained the partner’s schedule with proactive follow-ups and timely adjustments; ensured readiness for internal and external meetings.

Assisted with light bookkeeping duties including invoice entry and processing (2–3 per day) using QuickBooks; collaborated with on-site accountant to ensure financial accuracy.

Demonstrated initiative and strong follow-through by taking ownership of tasks and driving them to completion without constant supervision.

Coordinated office communications and project updates to ensure clarity and alignment across teams.

Prioritized and organized multiple tasks with accuracy, discretion, and professionalism in a client-facing, design-driven environment.

International Paper Company January 2023 – May 2023

Administrative Assistant (Contract)

Maintained calendar for Director of Global Compensation and Benefits Department

Arranged meeting times with internal and external individuals.

Handled expense reimbursements on Concur.

Managed the process of creating an online directory of all documents/files in the department as well as loading the same documents and files on the IP computer system for easy access and retrieval.

Glankler Brown Law Firm November 2022 – January 2023

Executive Assistant

Provided management and executive support in all areas including coordinating appointments, preparing documentation, file maintenance, and project management services for various projects and assignments as they arose.

Reviewed documents and drafted legal memoranda.

Scheduled mediations from inception to completion-all documentation, etc.

Heavy workload and handled all matters, i.e., telephone screening, consulting with clients, etc.

Transcribed from dictated tapes.

Martin, Tate, Morrow & Marston, P.C August 2019 - September 2022

Executive Legal Assistant

Provided upper management and executive support in all areas including coordinating appointments, preparing documentation, file maintenance, and project management services for various projects and assignments as they arose. Review documents and draft legal memoranda.

Handled executive matters, appointments, scheduling, and telephone screening.

Transcribed from dictated tapes (litigation, wills/trust, probate, and corporate).

FedEx Corporation April 2017 – March 2018

Vendor Management Specialist (Contract)

Interacted with Vendor Suppliers and Managers.

Received vendor service orders, and provided quality assurance review.

Collaborated with FedEx managers and vice presidents to secure approvals and signatures and take service orders from receipt to fully executed status.

Reviewed FedEx Vendor Master Services Agreements, Exhibits, and interpreting vendor controls for acceptance, training purposes, and use in updating/revising current MSAs.

Worked with CSM (Controlled Self-Monitoring) team on FedEx Managers’ Surveys for Vendor Management Office quality control purposes.

Accomplished a significant increase in manager response in the completion of the CSM surveys.

Assisted in the revamping of the CSM for a more advantageous process.

Point of contact for the FedEx Managers for the CSM.

Reviewed survey questions and oversaw those suggestions were implemented.

Interacted with the Managers to effect completion and submission of surveys in a timely fashion and provided assistance when requested.

Prepared Excel spreadsheets for the VMO manager and VMO team.

A2H Architects & Engineering Firm February 2016 – May 2016

Contract Specialist (Contract)

Managed the daily drafting of proposals, completing contracts, proofing, and submitting to partners for approval.

After approval, submitted contracts to client for signatures.

Maintained weekly status sheet.

Assisted in the bid open process and maintained organized filing system.

Hulsey, Hunt & Parks July 2015 – December 2015

Office Manager and Executive Assistant (Contract)

Worked as Office Manager/Executive Assistant to an Intellectual Property attorney, managing the new Memphis office.

Electronically filed with the United States Patent and Trademark Office.

Drafted client letters and Communicated to the USPTO for attorney review and approval.

Drafted simple responses for the USPTO for attorney review and approval.

Communicated with clients, answering questions relating to the intricacies of filing patent applications, and all billing for the office.

Wyatt Tarrant & Combs, LLP January 2007 – July 2015

Legal Assistant

Took and transcribed the minutes for the monthly Intellectual Property meetings.

Assigned tasks by the Practice Group Chair and required to follow up with attorneys on their individual assignments as well as report on assigned tasks at each monthly meeting.

Interacted with clients on a daily basis, explaining intellectual property workings with them as requested by the attorneys and day-to-day administrative duties.

Drafted correspondence, responses, and other documents as requested by attorneys.

Worked directly with the accounting department on coding, checking the accuracy, and modifying invoices for all attorney expenses including travel and billing.

Managed the process of coding invoices for foreign associates’ billing and attorney charges for submitting to accounting for payment.

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