Ana Maria Lopez
Sr. Administrative Assistant
Miami,FL
Summary
Dedicated Sr. Administrative Assistant with 20+ years of experience supporting top-tier executives, including Vice-Presidents and Sr. Directors. Adept at managing various calendars simultaneously, travel management and schedule coordination. Dependable and quick learning team player with effective communication and organizational skills. Exposure to woking in diversified and multi-cultural environments.
Overview
35
35
years of professional experience
1
1
Certification
Work History
Regional Administrative Assistant
JOHNSON & JOHNSON, JANSSEN PHARMACEUTICALS, INC., LATIN AMERICA
01.2015 - Current
- Manage and prioritize three executives' schedules to ensure their time is focused on critical, strategic issues.
- Organize ongoing meetings, events and heavy travel arrangements (both domestic and international).
- Track three executive’s expenses, prepare, and submit expense reports.
- Coordination of meetings/conference calls with participants in multiple time zones.
- Draft and prepare regional communications, presentations, announcements, agendas, and other critical business documents as needed.
- Facilitate event registrations.
- Generate requisitions/purchase orders as needed.
- Maintains executive’s DL's, org charts, & contact lists.
Sr. Administrative Assistant
JOHNSON & JOHNSON, MD&D, LATIN AMERICA
01.2005 - 01.2015
- Heavy calendar management; maintain master schedule of executive's engagements.
- Coordinate logistics for meeting, trainings, and board of director meetings.
- Coordinates conference calls, meeting requests and web/live meetings.
- Coordinates extensive travel arrangements.
- Compose correspondence; communicate and handle all electronic communications on executive’s behalf.
- Tracks executive’s expenses, prepare, and submit expense reports.
- Generate requisitions/purchase orders as needed.
- Maintains executive’s DL's, org charts, & contact lists.
Legal Secretary
KAPLAN & MILLER, P.A.
01.2000 - 01.2005
- Specialized in the area of workers’ compensation.
- Facilitated communication between clients and attorneys, ensuring prompt responses to inquiries.
- Enhanced attorney productivity with proficient management of case files and schedules.
- Reduced errors in legal documents by implementing thorough proofreading processes.
- Managed multiple high-priority tasks simultaneously, meeting all deadlines while maintaining a high level of accuracy.
- Contributed to positive client experiences by offering attentive support during consultations with attorneys.
- Received and placed telephone calls to clients and prospective clients.
- Assisted in drafting legal documents such as pleadings, motions, and briefs, contributing to successful case resolutions.
- Scheduled hearings, mediation conferences, final hearings and depositions.
Legal Secretary
ANGONES, HUNTER, McCLURE, ET. AL.
01.1997 - 01.2000
- Specialized in workers’ compensation insurance defense.
- Facilitated smooth court proceedings through proficient scheduling of meetings, depositions, mediations and hearings.
- Assisted attorneys in staying compliant with court rules by tracking deadlines for motions, responses, and other filings.
- Composed pleadings and motions in accordance with established guidelines.
- Ensured confidentiality of sensitive client information through strict adherence to privacy policies when handling documents.
- Produced and filed various legal documents and electronically preserved updated case record system.
Legal Secretary
KAPLAN & MILLER, P.A.
01.1993 - 01.1997
- Specialized in the area workers’ compensation and assisted with personal injury litigation.
- Enhanced attorney productivity by providing exceptional administrative support, managing schedules, and organizing hearings, mediations, depositions and final hearings.
- Prepared legal documents, including pleadings, motions, and discovery requests to expedite case progression.
- Safeguarded confidentiality with strict adherence to ethical guidelines when handling sensitive client information.
- Extensive client contact.
Legal Secretary
LAW OFFICES OF KATHY HAMILTON, P.A.
01.1989 - 01.1993
- Assisted sole practitioner in criminal law practice.
- Responsibilities included preparing correspondence, preparation of pleadings i.e., motions, discovery material, and notices of hearing.
- Facilitated communication between attorneys and clients, ensuring timely responses and accurate information sharing.
- Maintained confidentiality of sensitive client information while handling high-profile cases in a discreet manner.
- Expertly managed heavy call volume from clients seeking updates or requesting consultations with attorneys.
Education
Associate of Arts And Sciences - Legal Studies
Florida National College
Miami, FL01.1992
Skills
- Proficient in Microsoft Office Suite
- Excellent Verbal & Written Communication Skills
- Travel Arrangements (domestic/international)
- Expense Reporting
- Extensive Calendar Management Experience
- Attention to Detail
- Confidentiality Maintenance
- Team Collaboration
- Multitasking Ability
- Event Planning & Logistics Coordination
Certification
FPX Team Member Training (Project Management)
Associations
National Notary Association (State of Florida Notary Public)
Timeline
Regional Administrative Assistant
JOHNSON & JOHNSON, JANSSEN PHARMACEUTICALS, INC., LATIN AMERICA
01.2015 - Current
Sr. Administrative Assistant
JOHNSON & JOHNSON, MD&D, LATIN AMERICA
01.2005 - 01.2015
Legal Secretary
KAPLAN & MILLER, P.A.
01.2000 - 01.2005
Legal Secretary
ANGONES, HUNTER, McCLURE, ET. AL.
01.1997 - 01.2000
Legal Secretary
KAPLAN & MILLER, P.A.
01.1993 - 01.1997
Legal Secretary
LAW OFFICES OF KATHY HAMILTON, P.A.
01.1989 - 01.1993
Associate of Arts And Sciences - Legal Studies
Florida National College