Jacqueline Vigna
Leechburg,PA
Summary
Dynamic administrative professional with over 30 years of experience enhancing operational efficiency for engineers, executives, and legal professionals. Notable for strong communication and organizational skills, effectively managing multiple projects while consistently meeting deadlines. Detail-oriented with a proven track record of problem-solving and follow-through, contributing to successful outcomes in both small and large business environments. Career aspirations include further optimizing administrative processes to drive organizational success.
Overview
33
33
years of professional experience
Work History
Penn State University
Freeport, PA
03.2020 - 06.2024
- Planned, facilitated, and maintained efficient operation of office activities.
- Welcomed visitors and offered information.
- Facilitated organization of various meetings and events.
- Coordinated travel planning and expense reconciliation tasks efficiently.
- Coordinated meeting logistics such as scheduling, material preparation, and agendas.
- Created, assessed, and shared communications within the company and outside.
- Performed detailed research and analysis to create summaries and proposals.
- Handled ongoing database and file management.
- Assisted in preparing and projecting budgets.
- Arranged equipment maintenance and handled work orders for facility needs.
- Handled questions efficiently, maintaining alignment with University regulations.
- Organized and managed special events; reserved spaces, created itineraries, prepared materials, coordinated team activities, and liaised with vendors.
- Authorized to handle confidential administrative tasks.
- Coordinated work assignments of department support employees to ensure efficient workflow.
Administrative Assistant and Salesperson
Century 21 AHR
Leechburg, PA
07.2016 - 04.2019
- Provided guidance and assist sellers and buyers in marketing and purchasing property for the right price, under the best terms.
- Determined clients' needs and financial abilities to propose solutions that suit them.
- I supported the Associate Broker at the Leechburg branch.
- Entered all new home listings from the West Penn Multi-List into the Century 21 database.
- Ordered signs to be installed on new listings, or removed for sold, or expired listings.
- Answered incoming calls and directed them to the appropriate real estate agent.
- Ordered all office supplies, forms.
- Maintained office equipment.
- Troubleshot computer problems.
Legal Assistant
The Webb Law Firm
Pittsburgh, PA
04.2006 - 03.2012
- Managed preparation and filing of documents for international patent applications.
- Filed amendments and declarations with the United States Patent and Trademark Office.
- Utilized PerfectLaw for efficient case management.
- Handled maintenance of international department's e-form letters.
- Handled filing of foreign trademark renewals, reclassifications, and Declarations of Use.
- Coordinated with the Department of State to handle Certificates of Good Standing.
- Established and managed patent documentation.
- Prepared emails and letters tailored to clients and overseas contacts.
- Examined dockets to ensure timely completion and precision.
- Coordinated completion of U.S. documents.
- Utilized Outlook and PerfectLaw for contact management.
- Processed check requisitions.
Legal Secretary
K&L Gates, LLP
Pittsburgh, PA
03.2000 - 03.2006
- Supported Partner and IP attorneys in drafting USPTO filing documents.
- Reported provisional and non-provisional filings to clients.
- Prepare formal documents for review, including declarations, powers of attorney, and assignments.
- Maintained comprehensive prior art reference spreadsheets, and filed Information Disclosure Statements diligently.
- Managed and coordinated timekeepers’ schedules.
- Maintained lawyer-client contact details and relevant data in the firm's database program.
- Monitored docket deadlines and sent timely reminders.
- Aided in the preparation of monthly client billing processes (paper and electronic).
- Examined billing proformas to confirm accuracy and comprehensiveness.
- Ensured timely preparation of timekeepers’ expense documentation.
- Oversaw the arrangement of timely payments for vendor invoices aligned with respective client/matter codes.
- Managed travel bookings with a dedicated agency.
- Initiated new cases and executed client conflict checks.
- Collaborated with Records Department for file retrieval (on-site and off-site).
- Maintained organized daily and regular filing for timekeeper.
- Indexed files for off-site storage.
- Organized a range of documents received via different formats such as CDs, printouts, and attachments.
- Ensured utmost confidentiality for all sensitive information within and outside the firm.
- Completed various miscellaneous duties and special projects as delegated.
Administrative Assistant
Laurel Mountain Partners
Pittsburgh, PA
03.1999 - 03.2000
- Provided administrative support to top executives.
- Oversaw insurance benefits, vendor relations, and travel coordination.
- Coordinated setup and installation of computer hardware, software, and office equipment.
- Ensured accuracy of client contact information.
- Executed web-based research projects.
Administrative Coordinator
Yanni Bilkey Investment Consulting
Pittsburgh, PA
01.1996 - 03.1999
- Provided support to the President, Chief Operating Officer and team; handled basic operations of the office (supply budget, coordinated and prioritized various projects); dictation and transcription; coordinated executive calendars processed expense reports, typed reports, correspondence, request for proposals and presentations; maintained marketing and research materials; assisted computer department with installing hardware and software; maintained the Y2K response database and company Entity database
Senior Secretary
Resource Opportunities, Inc.
Raleigh, NC
11.1993 - 01.1996
- Computer management of the Raleigh district; transcribed medical reports; entered consultants’ day sheets; invoiced; updated workers’ compensation cases; account, attorney and physician lists; trained administrative staff in new computer tasks and software
Administrative Assistant
McKim & Creed
Cary, PA
03.1991 - 11.1993
- Provided support to top executives, including the President, CEO and Vice President.
- Oversaw health, dental, and life insurance plans.
- Configured and installed computer hardware, software, copiers, printers, fax machines and phone systems.
- Kept an extensive list of client contacts up to date.
- Conducted comprehensive web-based research.
Education
Clerical Certification -
Bradford School of Business
Pittsburgh, PA01.1988
Skills
- Administrative Support Expertise
- Strategic Problem Resolution
- Detail-Oriented Approach
- Flexible Problem Solving
- Effective Communication Skills
- Event Coordination
- Travel Coordination and Expense Reconciliation
- Organizational Document Coordination
- Microsoft Office Expertise
- Familiarity with Google Applications
- SAP Concur Proficiency
- Workday Proficiency
- Google and Outlook Calendar Expertise
- Experienced in Skype Communication
- Document Signing Proficiency
References
Available upon request.
Timeline
Penn State University
03.2020 - 06.2024
Administrative Assistant and Salesperson
Century 21 AHR
07.2016 - 04.2019
Legal Assistant
The Webb Law Firm
04.2006 - 03.2012
Legal Secretary
K&L Gates, LLP
03.2000 - 03.2006
Administrative Assistant
Laurel Mountain Partners
03.1999 - 03.2000
Administrative Coordinator
Yanni Bilkey Investment Consulting
01.1996 - 03.1999
Senior Secretary
Resource Opportunities, Inc.
11.1993 - 01.1996
Administrative Assistant
McKim & Creed
03.1991 - 11.1993
Clerical Certification -
Bradford School of Business
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