Lorena E. Tafoya
Patterson,CA
Summary
Executive Assistant with 12+ years of experience in a confidential position. Assist Superintendent of Schools and other department heads on multiple organizational levels. Manage multiple schedules and maintain communication across departments. Hardworking, consistent, punctual and reliable. Organized and trustworthy with confidential and personal information.
Overview
34
34
years of professional experience
Work History
Executive Assistant
New Jerusalem Elementary School District
07.2011 - Current
- Perform highly responsible and confidential clerical, secretarial and executive assistant duties; plan coordinate and organize to assure smooth and efficient office operations, and proper and timely completion of projects and activities for the Superintendent and Board of Trustees
- Direct queries to appropriate personnel; research and provide written responses or materials when requested
- Communicate with District personnel, representatives of community organizations and others, regarding medial and public information needs
- Identify sensitive situations requiring the attention of the Superintendent
- Administer and maintain communication from the Superintendent and Board of Trustees
- Prepare and distribute board agendas; ensure all reports and other agenda materials are submitted on time; attend board meetings; record official actions; take and prepare minutes; maintain files of minutes and documents and other related materials
- Prepare travel and conference arrangements for Superintendent; Board of Trustees and other district staff
- Plan district events to include annual district gatherings, district sponsored events
- Handling of all incoming mail; distribute it to appropriate departments
- Day to Day Office Administration
- Assist on interview panels
Legal Assistant
Curtis Legal Group
08.2006 - 07.2011
- Review and prepare files for scheduled appearances
- Transcribe letters and memorandums
- Request and track medical records and billing records
- Substantial communication with medical providers
- Translate documents and communicate with Spanish Speaking Clients
- Organized documents to manage paper and electronic filing systems of clients.
- Prepared and drafted correspondence and legal forms to maintain smooth communications.
- Handled office scheduling and made notes for deadlines, motions, and other important dates.
- Scheduled appointments, court appearances, and depositions for busy law firm.
- Responded to client inquiries to provide accurate legal advice and offer assistance.
- Communicated pertinent information to clients via phone, email, and mail.
- Contacted clients to schedule appointments and discuss progress of cases.
- Revised and finalized letters, briefs, and memos.
Lead Legal Secretary
Law Offices of Mark S. Nelson
04.2001 - 08.2006
- Review and prepare file for scheduled appearances
- Schedule depositions, medical appointments and hearings
- Transcribe letters and legal documents
- Substantial communication with clients, physicians, defense firms, insurance carriers and medical providers
- Documents translation and communication with Spanish Speaking Client's
- Prepared legal correspondence and wrote professional letters for legal assistants and attorneys
- Created and printed legal documents for attorneys to review
- Developed and maintained positive relationships with clients and colleagues
Administrative Services Supervisor/Office Manager
Roy Jorgensen Associates, Inc
01.1999 - 04.2001
- Day to Day Office Administration
- Supervise employees
- Light Human Resources Duties
- Travel arrangements, expense reports and timesheets
- Prepare Purchase Orders
- Maintain Petty Cash Account
- Support other departments and offices as needed
- Assisted in preparation of annual departmental budget.
- Coordinated office events, seminars and meetings for staff and clients.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures
Administrative Assistant
Roy Jorgensen Associates, Inc
08.1998 - 01.1999
- Prepare and maintain project files
- Provide administrative support to Field Managers and Project Managers
- Provide project bid documents
- Prepare and email Weekly Status Reports to clients, Project Managers, Field Managers and LATs
- Prepare Project Authorizations forms and submit for authorizations
- File documents on an as needed basis
- Scheduled office meetings and client appointments for staff teams.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
Legal Secretary
Moorad, Clark & Gleason
01.1990 - 08.1998
- Review and prepare file for scheduled appearances
- Schedule depositions, medical appointments and hearings
- Transcribe letters and legal documents
- Substantial communication with clients, physicians, defense firms, insurance carriers and medical providers
- Documents translation and communication with Spanish Speaking Client's
- Open and distribute mail; order supplies
- Prepared legal correspondence and wrote professional letters for legal assistants and attorneys.
- Organized files for court proceedings.
- Obtained signatures from attorneys for legal documents.
- Screened telephone calls and forwarded to appropriate departments.
- Created and printed legal documents for attorneys to review.
- Developed and maintained positive relationships with clients and colleagues.
- Assisted with preparation of trial materials and documents.
Education
Skill Recognition - Human Resources
Modesto Junior College
Modesto, CA04.2022
Associate of Science - Accounting Technology And Bookkeeping
Modesto Junior College
Modesto, CA05.1990
Skills
- Microsoft Office
- Office Business
- Good Communication
- Team Player
- Punctual
- Good Customer Service
- Office Technology
- Office Technology
- Mail handling
- Scheduling
- Travel accommodations
- Administrative support
Languages
Spanish
Native or Bilingual
Timeline
Executive Assistant
New Jerusalem Elementary School District
07.2011 - Current
Legal Assistant
Curtis Legal Group
08.2006 - 07.2011
Lead Legal Secretary
Law Offices of Mark S. Nelson
04.2001 - 08.2006
Administrative Services Supervisor/Office Manager
Roy Jorgensen Associates, Inc
01.1999 - 04.2001
Administrative Assistant
Roy Jorgensen Associates, Inc
08.1998 - 01.1999
Legal Secretary
Moorad, Clark & Gleason
01.1990 - 08.1998
Skill Recognition - Human Resources
Modesto Junior College
Associate of Science - Accounting Technology And Bookkeeping
Modesto Junior College
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