Ashley Vaughn
Lacey,WA
Summary
Highly organized administrative professional with experience supporting legal, medical, and corporate offices. Skilled in calendar coordination, meeting coordination, records management, billing/accounts payable, recruitment support, personnel processes, client communication, and efficient office operations; proficient with Microsoft Outlook, Adobe Acrobat, and spreadsheets. Dependable, discreet, and adaptable, with a strong focus on maintaining organized resources, supporting changing priorities, and delivering excellent customer service in fast-paced environments.
Overview
14
14
years of professional experience
Work History
Closing Specialist/Office Administrator
Trew Auto Body, Inc.
Olympia
10.2023 - 06.2026
- Maintained accurate financial records using accounting software and spreadsheets to support day-to-day office operations.
- Created and maintained organized records, filing systems, and administrative resources for efficient document retrieval.
- Screened approximately 50 incoming calls per day, as well as emails, prioritized urgent messages, and routed information to support timely customer service.
- Managed office supply inventory, purchased equipment in accordance with procurement guidelines, and placed orders as needed to keep resources available.
- Distributed incoming mail and packages to the appropriate recipients in a timely manner.
- Maintained confidentiality of sensitive employee and financial information.
- Collaborated with administrative staff across departments to support smooth office operations.
- Performed general clerical duties, including photocopying and filing paperwork.
- Built positive relationships with clients, suppliers, and business partners.
- Used Podium to contact customers and process payments.
- Coordinated with insurance companies to expedite claims and resolve discrepancies.
- Managed closing processes to ensure accurate and timely completion of transactions.
Legal Secretary
DeRouen Law Firm
Pearland
11.2022 - 04.2023
- Managed attorney calendars, coordinating appointments, court dates, client meetings, and related deadlines.
- Maintained organized records and filing systems for legal documents and correspondence to ensure accuracy and accessibility.
- Coordinated communication between attorneys, clients, opposing counsel, and court personnel.
- Tracked billable time and prepared invoices for attorney review.
- Reviewed incoming mail and email to identify urgent matters requiring immediate attention.
- Served as a point of contact for clients requesting case updates.
- Routed incoming faxes and mail to the appropriate attorney or staff member.
- Managed office supply inventory and placed orders as needed.
- Maintained a professional and courteous demeanor when interacting with clients, opposing counsel, and court personnel.
Legal Assistant
Bell Law Offices
Eugene
09.2018 - 04.2022
- Assisted attorneys in preparing legal documents, including briefs, pleadings, contracts, and other professional correspondence.
- Conducted legal research to support case preparation and identify relevant laws and regulations.
- Managed attorney calendars, coordinating appointments, court dates, client meetings, and conference calls.
- Organized and maintained physical and electronic records for efficient document retrieval and reference.
- Drafted correspondence for clients, opposing counsel, and other parties involved in legal proceedings.
- Prepared trial notebooks by compiling exhibits, witness lists, and related materials.
- Coordinated depositions, including scheduling court reporters and securing locations.
- Reviewed discovery requests and prepared responses under attorney supervision.
- Maintained confidentiality of sensitive information related to ongoing cases and client matters.
- Proofread legal documents for accuracy in formatting, grammar, and punctuation.
- Scheduled conference calls between attorneys and clients to discuss case updates and strategy.
- Attended client meetings with attorneys and took notes on case discussions.
- Answered phone calls promptly while maintaining professionalism.
- Served as a liaison between clients seeking legal assistance and assigned attorneys.
- Distributed incoming mail throughout the law firm to the appropriate recipients.
- Assisted in preparing and filing legal documents with courts, government agencies, and other entities.
- Conducted initial client intake interviews to gather relevant information for attorney review.
Medical Receptionist
Applegate Medical Associates
Eugene
09.2016 - 09.2017
- Greeted patients, assisted with check-in and payment, and provided courteous front-desk customer service.
- Confirmed appointments and insurance coverage to support accurate scheduling and billing.
- Sorted mail and faxes to keep office communications organized and accessible.
- Prepared rooming sheets for next-day appointments to help the clinic stay organized.
Front Office Manager/Recruiter
Sykes Enterprises Alpine Access
Eugene
11.2013 - 09.2016
- Set up front office duties for the day and coordinated daily administrative operations.
- Prepared new-hire paperwork to support recruitment and onboarding.
- Coordinated meetings and travel arrangements.
- Trained administrative staff and provided constructive feedback when needed.
- Conducted interviews and administered drug tests.
- Tracked new hires and rejected applicants to support recruitment records.
- Scheduled training classes for staff.
- Handled accounts payable.
- Ordered and tracked office supplies.
- Provided tours to corporate employees visiting the office.
- Assisted payroll with paycheck distribution.
Environmental Services
PeaceHealth
Eugene
05.2012 - 11.2013
- Cleaned common hospital areas, sanitized patient rooms, and restocked supplies to support a safe, orderly environment.
- Restocked the janitorial closet daily.
- Updated skills through monthly training.
Education
Health administration and paralegal - health administration and paralegal studies
Lane Community College
Eugene09.2018
High School Diploma -
Willamette High School
Eugene, OR06.2009
Skills
- Administrative Support
- Calendar Coordination
- Travel Arrangements
- Recruitment Support
- Interviewing
- Personnel Support
- Applicant Tracking
- Customer Service
- Insurance Verification
- Medical Records
- HIPAA Compliance
- Medical Terminology
- Issue Resolution
- Email Communication
- Document Management
- Legal Research
- Legal Document Preparation
- Proofreading
- Correspondence
- Clerical Support
- Billing
- Organized
- Adaptable
Timeline
Closing Specialist/Office Administrator
Trew Auto Body, Inc.
10.2023 - 06.2026
Legal Secretary
DeRouen Law Firm
11.2022 - 04.2023
Legal Assistant
Bell Law Offices
09.2018 - 04.2022
Medical Receptionist
Applegate Medical Associates
09.2016 - 09.2017
Front Office Manager/Recruiter
Sykes Enterprises Alpine Access
11.2013 - 09.2016
Environmental Services
PeaceHealth
05.2012 - 11.2013
Health administration and paralegal - health administration and paralegal studies
Lane Community College
High School Diploma -
Willamette High School