Donna Swiderek
South Portland,ME
Summary
Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
21
21
years of professional experience
Work History
Marketing Assistant
Drummond Woodsum
09.2016 - 11.2023
- Improved event planning processes, resulting in successful trade shows, conferences, and promotional events.
- Enhanced brand awareness by implementing strategic marketing campaigns and social media management.
- Managed vendor relationships for print materials production, ensuring timely delivery and quality control.
- Assisted in the creation of visually engaging presentations for presenters to use during conferences.
- Primary person responsible for two major websites.
- Add conference content to dedicated website.
- Update presenter information on dedicated website.
- Monitor and answer questions for employers and job seekers on job board website.
- Process payments for yearly fees for job board website.
- Assist Marketing Manager with processing of expenses and firm credit card purchases - ranging in 15-30 entries per month.
- Process vendor invoices for marketing department.
- Opened client matters for conferences.
- Process invoices for conferences, post vendor invoices, post payments, finalize billing and process fee income for presenters.
- Provide input for email campaigns.
- Create and monitor CRM entries to ensure accuracy for email blasts.
- Organized logistics for company-sponsored events, including venue selection, budgeting, catering coordination, and guest list management.
- Expanded social media presence through regular posting schedules and audience engagement initiatives.
- Contributed ideas during brainstorming sessions that led to innovative marketing strategies that positively impacted overall business growth.
- Supported marketing team members in their day-to-day tasks, ensuring timely completion of projects and overall department efficiency.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
Finance Assistant
Drummond Woodsum
01.2009 - 08.2016
- Improved financial accuracy by diligently reviewing and reconciling monthly bank statements.
- Assisted in budget preparation for streamlined financial planning and forecasting.
- Increased efficiency with thorough maintenance of financial records and documentation.
- Enhanced overall financial management, providing timely and accurate reports to senior staff members.
- Supported the finance team by processing invoices and expense claims promptly and accurately, approximately 200-300 entries per month.
- Streamlined vendor payment processes, ensuring timely disbursements to maintain strong relationships.
- Reduced discrepancies in accounts receivable by closely monitoring customer payments and following up on overdue balances.
- Developed efficient systems for tracking expenses, resulting in more accurate budgeting and forecasting.
- Maintained confidentiality of sensitive financial information, safeguarding both company data and client privacy.
- Input financial data and produced reports using ProLaw and LMS.
- Supported year-end closing activities, ensuring all transactions were properly recorded before the start of the new fiscal year.
- Provided exceptional customer service when addressing client inquiries related to billing or account status issues.
- Reported financial data and updated financial records in ledgers and journals.
- Managed office inventory and ordered new supplies when items were running low.
- Pitched in to assist with special projects and additional tasks.
- Observed strict confidentiality rules to maintain data integrity and protect clients.
- Organized budget documentation and tracked expenses to maintain tight business controls.-approximately 30 budgets.
- Supported management by processing invoices and documents with consistent on-time delivery.
- Handled day-to-day accounting processes to drive financial accuracy.
- Effectively communicated with clients about payment needs and kept updated, detailed and accurate ledgers.
- Managed and responded to correspondence and inquiries from customers and vendors.
- Matched purchase orders with invoices and recorded necessary information-approximately 200-300 entries per month.
- Reconciled company bank, credit card and line of credit accounts-approximately 20 bank statements, and 300 credit card entries, investigating and resolving discrepancies to keep accounts audit-ready.
- Created detailed expense reports to facilitate reimbursement for business expenses incurred.
- Recorded deposits, reconciled monthly bank accounts and tracked expenses.
- Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
Legal Administrative Assistant
Drummond Woodsum
01.2003 - 01.2009
- Streamlined legal processes by drafting and proofreading documents, ensuring accuracy and timely completion.
- Reduced attorney workload through proficient document management, handling correspondence, and performing clerical tasks.
- Improved law office efficiency by managing calendars, coordinating travel arrangements, and maintaining organized files.
- Safeguarded confidential information with strict adherence to privacy policies and professional discretion.
- Facilitated clear communication between clients and attorneys by acting as a liaison to ensure all parties were informed of updates or changes.
- Managed billing procedures to maintain accurate records of client accounts and expedite payment processing.
- Increased productivity by anticipating attorney needs and providing proactive support in various administrative tasks.
- Handled high volumes of incoming calls professionally while directing inquiries to appropriate personnel within the firm.
- Supported multiple attorneys simultaneously by efficiently prioritizing tasks according to urgency or deadline requirements.
- Maintained organized client databases for streamlined communication efforts between attorneys'' offices and clients.
- Provided exceptional customer service when interacting with clients fostering strong relationships and positive outcomes.
- Developed efficient filing systems for legal documents resulting in reduced retrieval times and increased productivity.
- Managed general clerical needs such as opening and closing files, scanning sheets and faxing documents.
- Helped with intake of new clients and materials by setting up files and documenting important information.
- Managed accounts and client records of clients, observing confidentiality, and extreme discretion.
- Prepared drafts of forms, letters and agreements for legal staff use.
- Screened phone calls to effectively handle less important inquiries and keep senior staff free for more important matters.
- Maintained organized office and case-specific paper and digital files for easy tracking and retrieval.
- Scheduled and coordinated meetings between legal teams and clients.
- Processed expense reimbursements and updated ProLaw accounts with current information.
- Prepared and drafted correspondence and legal forms to maintain smooth communications.
- Organized documents to manage paper and electronic filing systems of clients.
- Completed electronic filings, initiated billing statements, and managed firm administrative matters.
- Responded to client inquiries to provide accurate legal advice and offer assistance.
- Created spreadsheets to track client progress and document billable hours.
- Prepared and managed attorney travel itineraries to optimize scheduling.
- Communicated professionally with clients, colleagues and legal partnership verbally and in writing.
- Prioritized and handled multiple assignments and maintained firm commitment to deadlines.
- Created and printed legal documents for attorneys to review.
- Completed data entry of legal documents into electronic filing systems.
- Developed and maintained positive relationships with clients and colleagues.
- Transcribed information from typed or handwritten notes, shorthand or dictation and confirmed accuracy and correct formatting of documents.
- Diligently edited legal correspondence for grammar and spelling.
- Scheduled and made appointments for 6 attorneys.
- Prepared and processed invoices for attorney billing.
- Managed check requests, expense reimbursement requests, invoices and accounts payable and receivable information.
Education
Bachelor of Science - Accounting
Husson University
Bangor, ME05.1993
High School Diploma -
Maine Central Institute
Pittsfield, ME06.1989
Skills
- Administrative Support
- Conference Planning
- Customer Service
- Meeting Support
- Project Support
- Website Maintenance
- Data Entry
- Schedule Management
- Punctual and Reliable
- Office Administration
- Detail Oriented
- Customer Engagement
- Records and Database Administration
- Flexible and Adaptable
- Organization, Prioritizing, and Multi-Tasking
Timeline
Marketing Assistant
Drummond Woodsum
09.2016 - 11.2023
Finance Assistant
Drummond Woodsum
01.2009 - 08.2016
Legal Administrative Assistant
Drummond Woodsum
01.2003 - 01.2009
Bachelor of Science - Accounting
Husson University
High School Diploma -
Maine Central Institute
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