Office Manager/Executive Assistant

Darlene Scaife

**** *. ** ******* ****, #C, Gardena, CA 90249

213-***-**** Email: ********@*******.***

Objective:

Seeking a position utilizing my knowledge and successful experience in planning, organizing and follow-up,

multi-faceted, complex activities and a position offering opportunities for personal contribution and professional

growth.

Experience:

Mareh 2006 - February 2008

Exec. Admin. & Recruiting Asst./ American Legal Search, 555 W. 5th Street, 30th Floor, Los

Angeles, CA 90013

• Provide administrative support for the Managing Director of the West Coast Region for legal recruiting

agency, update database on a weekly bases, weekly reports of job status, new client and candidates parsed into

database. Handle phones, recruiting of paralegals, faxing placement agreements, timesheets, new temporary

candidates hiring documents, coordinate travel arrangements, maintain calendars and schedules, expense

reports, invoices, mass emailing.rnail out brochures and business cards to new business contacts and complete

special projects as necessary.

February 2004 - February 2006

HR Exec. Asst !Legal Assistant The Cochran Firm, 4929 Wilshire Blvd., Ste 1010, Los Angeles, CA

90010

• Case Management: Track progress of attorney's matters by documenting case development and maintain trial

calendar and related dates. Effective communication and interaction with a variety of people within and

outside ofthe firm employee's very tactful, diplomacy and clarity. Compose and edit documents using correct

spelling and grammar. Schedule meetings, filing and other routine tasks (i.e., faxing, photocopying, routing

mail). Easily and effectively respond to frequent changes of priorities, circumstances, efficient, with meeting

de~dlines, follow through and take initiative. Setting up new cases, new employees file, voicemail, phone

extrnsion, making sure that they are setup in the system directory, logins, email and all necessary software,

inPft invoicing in Client Profile, bank reconciliation, type correspondence, pleadings, motions, handled

background checks on all new employees and potential employees, interrogatories, relief for receptionist,

c09rdinate lunches and coordinate signups for events, coordinate events and advertise with radio stations,

nejspapers and magazines much more .

.July 12002 - February 2004

Execl Administrative Assistant for Contract Administration & ProcurementlPassenger Services

Met~olink, 700 S. ~Iower Street, Los Angeles CA 90017 (Remedy Intelligent Agency)

• Pr9vided administrative support to the Contract Administration and Procurement Department that consisted of

a l1)lanager, five contract administrators, a buyer, a word processor and a business analyst. Responsibilities

inc~uded assisting with the development of Solicitations, updating the website for vendor's access,

maintaining a vendor database; answering and directing vendors/contractors & subcontractors questions to

appropriate staff; assisting with the conforming of contracts; mailingiFed-Ex and tracking documents;

maintaining a detailed filing system and assisting with vendor/contractors/subcontractors outreach.

Responsible for sending RFP and RFI to vendors/contractors/subcontractors, scheduling meeting and

corfference rooms, ordering supplies, updating the calendar for bids, invoices for billing. In Passenger Service

Dept. I was responsible for train schedules, complaint from customer, faxes, filing, answering phone, sorting

mail, FedEx, UPS for promotional item that we gave to the customer. Send out announcement when there

wat a problem with the trains or delays, train schedule for holiday and much more.

April 2001 - .July 2002

Marketing Exec. Administrative Assistant Career GrouplKarl Storz 600 Corporate Pointe, Culver City,

CA 90230 (Career Group)

• Reborted to the Marketing Director and two Managers, was responsible for providing administrative support

to Anesthia and Cardiovascular. Duties included answering incoming calls, responding to product inquiries,

coordinating all aspects of large-scale trade shows travel arrangement, and technical sales training, support

marketing in administration of daily activities, conventions planning, organization, and creation of

presentation materials, being aware of issues related to blood and airborne pathogens and adhere to protocols

for the safe handling of instruments, occasional travel to workshops, tradeshows and seminars. Technical

aptitude and the knowledge of surgical products and procedures.

Page 2 of Darlene Scaife Resume

August 1999 - March 2001

Executive Asst./Operation Specialist Discus Dental, Inc. 8550 Higuera Street, Culver City, CA 90230

• Ran Open Order, Territory Report, created spreadsheet for orders received, bum data CDs to send out to

customers and sales representative along with documentation, receive orders for software, input them into

PowerCerv, processed manual Credit Card Authorization Form to charge Doctor Credit Card for the order,

make copies, faxing, putting software packages together for shipping, tracked accounts to make sure that

payments, invoiced Leasing Companies and Customer's were satisfied and orders were received, organizing

filing system, handled phone calls from customers and sales reps, made travel arrangements, maintained

budgets spreadsheets and handled budgets for current year and schedules, scheduled release of software

upgrade, maintained notes in the system on customer's account, emailed training days, and software leads to

reps.

December 1996 - July 1999

Corp. Executive Legal Assistant Ticketmaster Los Angeles, CA (StafISupport)

• Handled expense reports, prepared billing for accounting, outside attorney payments, prepared documents for

litigation cases putting litigation files together going over and reviewed case files with attorney, worked with

trademark logos, trademark documents, domain names, and certificates of registration. Faxed, emailed, answered

phones, organized files for acquisition, and litigation claims. Performed taped and written dictation for the

development of Agreements and Contracts. Assisted other attorneys and covered when other assistant's were out of

the office which included making travel arrangements, scheduling and arranging business meetings, conference

room, scheduling offood catered for meetings, maintained general counsel's calendar.

February 1992 - December 1996

Exec. Administrator/O:llkelSite Manager Nu Design Construction Culver City. CA

• Prioritizes paperwork and submittal process, maintained material delivery status, and archived contract records, sets

up the initial paperwork flow, maintained and distributed meeting minutes, and managed project files, assisted the

superintendent in quality control, works with superintendent in the formulation of the project plan, communicates

with subcontractors, maintains fully executed owner contract/purchase orders, RFP and RFI; make sure meets owner

requirements such as billing deadlines, waivers, and certified payroll; monitors status of pending change orders,

coded invoices, performed AP entry, obtained Project Manager approvals, and processed for payment, ensured

timely invoicing in proper format, monitored status of clients receivable, posted cash receipts, ensured that required

documentation were filed.

March 1989 - February 1992

Officc Manager/Exec. Administrator Specialist David Jones Realty Palmdale, CA

• Responsible tor bidding out properties for board-ups and clean-ups to contractors, tax information to HUD and

Corporate Office, updating properties in the computer system, schedule escrow allowance inspections and key pick

up, making sure the properties water and gas are shut off, process property folder to be sent to HUD, handle problem

with the properties, office payroll, submit contractor's invoices to HUD and Corporate office, supervised office staff,

contractors and field inspectors for Palmdale area, keep track of new properties we received weekly into our

inventory and sent status report to Corporate Office and HUD of all properties in inventory and weekly damage and

clean-up reports.

Special Skills:

Internet, email.MicrosoftOutlook.Word.Excel.PowerPoint.Access.Publisher.Client Profile, Legal Solutions,

WordPerfect, Quick Books Pro, Peachtree Accounting, AmiPro, Scheduler, SAP, Bullhorn Recruiting Software

and other software programs, 10 key by touch, typing 65 wpm, can operate a variety of phone systems. Good

grammar and editing skills, proficient in word processing, graphics and spreadsheet, Word, Excel and

PowerPoint. Strong with organizational, multi-tasking and prioritization skills, ability to interface with

customers and employees with diplomacy and efficiency . Website maintenance and posting.

Strengths:

Highly motivated and goal-oriented, accurate, thorough and precise and pay close attention to details. Excellent

analytical and organizational skills. Major strength is completing multi-task within the time frame allowed.

Skilled in public relations, loyal dependable and willing to do whatever is needed to meet established goals.

Contact this candidate