Summary
Overview
Work History
Education
Skills
Certification
Community Service
Timeline
Generic

Margaret Trott

Plainview

Summary

Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.

Overview

36
36
years of professional experience
1
1
Certification

Work History

Executive Assistant to Co-Managing Partner/General Manager

Falcon Rappaport & Berkman, LLP
07.2023 - Current
  • Managed executive calendars, coordinating meetings and optimizing scheduling efficiency.
  • Facilitated communication between departments, ensuring timely dissemination of information.
  • Organized travel arrangements, enhancing logistical planning for executive itineraries.
  • Drafted and edited correspondence, maintaining professionalism in all communications.
  • Streamlined office procedures, improving workflow and administrative support processes.
  • Handled confidential and sensitive information with discretion and tact.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Organized and coordinated conferences and monthly meetings.
  • Answered high volume of phone calls and email inquiries.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
  • Assisted in the development of company policies and procedures, contributing to a more organized work environment.
  • Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
  • Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
  • Facilitated training and onboarding for incoming office staff.
  • Contributed to development of internal policies and procedures, enhancing organizational effectiveness and compliance.
  • Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
  • Coordinated events and worked on ad hoc projects.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Managed restaurant scheduling, foodservice and customer service.
  • Streamlined internal processes for improved efficiency and productivity within the firm.

Executive Assistant to Sr. VP for Academic Affairs

Long Island University
01.2023 - 07.2023
  • Office Manager for the Office of the Vice President for Academic Affairs providing high level executive support to the Senior VP (Provost)
  • Represent the office to students, faculty, staff, alumni, parents, Board of Trustee members and outside contacts
  • Primary coordinator of office communications, managing office budgets, special project coordinator.
  • First point of contact for visitors; triaging requests and bringing attention to urgent matters
  • Oversees all correspondence including managing incoming emails and drafting/proofreading/editing outgoing material, complex calendar management, timekeeper for all dean’s timesheets/pto, responsible for all University travel approval and reimbursements; deal with internal and external departments requiring discretion and confidentiality
  • Review of university contracts
  • Assist with meeting logistics and distribution of materials for Board of Trustees meetings
  • Event planning
  • Managed executive calendars, prioritizing appointments and ensuring efficient time management.
  • Coordinated high-level meetings, preparing agendas and distributing materials to stakeholders.
  • Liaised between departments, facilitating communication to support organizational goals.
  • Oversaw travel arrangements, optimizing itineraries for cost-effectiveness and convenience.
  • Assisted in budget preparation, monitoring expenditures to maintain fiscal responsibility.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
  • Used advanced software to prepare documents, reports, and presentations.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
  • Enhanced executive productivity by managing email correspondence and prioritizing critical issues.
  • Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
  • Enhanced efficiency of meeting outcomes by preparing detailed minutes and action items.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Answered high volume of phone calls and email inquiries.
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
  • Upheld strict timetables by maintaining accurate, balanced calendars.

Legal Assistant/Paralegal – Tax Certiorari

HERMAN, KATZ, CANGEMI, WILKES & CLYNE
01.2022 - 01.2023
  • Legal Assistant/Paralegal supporting high-volume Partner in tax certiorari cases on Long Island and Upstate, New York by ensuring the progression of cases through monitoring court dockets and efiling appropriate documents. Highly detail oriented.
  • Protecting company and client information is critical. I provide the utmost confidentiality of the office, partners and clients and am proven to be an effective and forceful gatekeeper.
  • Determine prioritization of workflow and issues on a daily basis. Have a highly effective follow up system to ensure timely turnaround for all daily work and project
  • Quickly establish strong rapport with all clients and/or contacts
  • Skilled in time management, active listening, positivity, persistence, persuasiveness, brainstorming, online research, attention to detail, patience, motivation, problem solving and teamwork.
  • Provide all general and advanced administrative support
  • Create, organize, and maintain substantial follow up systems ensuring deadlines for clients’ signatures on assessments of commercial property are met and refunds are allocated appropriately.
  • Maintain court calendar and outlook calendar while prioritizing meeting requests; coordinating meetings via zoom, teams and/or court conferences, including editing and distribution of meeting material.
  • Communicate with clients, gathering information to begin building an assessment case
  • Each client is project management based according to the assessment; prioritize each case on a case-by-case basis.
  • Established an understanding of firm policies and handle issues accordingly
  • Managed case files, ensuring accuracy and compliance with legal standards.
  • Assisted attorneys in preparing legal documents and correspondence.
  • Coordinated schedules for court appearances, client meetings, and depositions.
  • Oversaw client communication, fostering positive relationships and trust.
  • Maintained strict confidentiality, protecting sensitive client information as required by legal ethics and regulations.
  • Improved communication between attorneys and clients by scheduling meetings, providing status updates, and relaying critical information promptly.
  • Managed high-volume workload while maintaining strict attention to detail on every task such as drafting pleadings or summarizing depositions accurately.
  • Increased client satisfaction by efficiently managing case files and promptly addressing inquiries.
  • Delivered exceptional service to clients by assisting them with routine needs like obtaining copies of pertinent records or directing them to appropriate resources when needed.
  • Handled billing tasks efficiently and accurately, ensuring smooth financial operations for the legal team.
  • Maintained up-to-date knowledge of legal developments and changes in law, ensuring firm's practices remained compliant and effective.
  • Managed correspondence with clients, courts, and opposing counsel, maintaining professionalism and confidentiality.
  • Contributed to client retention by delivering exceptional support services and maintaining high levels of satisfaction.
  • Contributed to positive work environment by offering comprehensive support to attorneys and staff, including document management and meeting coordination.
  • Revised and finalized letters, briefs, and memos.
  • Created weekly, monthly, and quarterly expense reports.

Senior Executive Assistant

HOFSTRA UNIVERSITY
01.2015 - 01.2021
  • Provide high-level support to the department Chairperson, sixteen full time faculty members and eight adjuncts while meeting changing deadlines and producing high-quality work
  • Managed calendars for department, faculty, Department Administrator and Department Chairperson
  • Liaise with Human Resources to confirm the completion of all background checks for new hires. Assist with onboarding and off-boarding of employees, special leaves, tenure track appointment, reappointments, new full-time and adjunct hires, and retirement contracts
  • Managed department office directly supervised departmental office assistants that provided support along with teaching assistants; review and approve timesheets, gave input on annual reviews and renewal of work for all undergraduate, graduate and teaching assistants. Provided training and monitored work ethic.
  • Completed travel and expense reports for all faculty members, securing final approval on all transactions; departmental bookkeeper, processed accounts payable/accounts receivable and e-time. entries for all student workers.
  • Monitor and update department website
  • Conducted special event planning, including Tax symposiums, CPA presentations, department honor society dinners, workshops, study events and conferences while interacting with event management
  • Implement/Design procedure to ensure office efficiency (i.e., reorganizing Shared Drive, creating paperless filing system).
  • Interact with students daily; problem solving before they see the Chair and accommodate all needs of the students.
  • Prioritize workflows through University Banner system
  • Order and monitor maintenance of department supplies and equipment; determined financial feasibility of new purchase requests
  • Managed confidential information with discretion, ensuring compliance with university policies and protocols.
  • Coordinated complex schedules for senior leadership, optimizing time management and meeting efficiency.
  • Facilitated communication between departments, streamlining workflows and improving inter-departmental collaboration.
  • Assisted in budget management, monitoring expenses to align with institutional financial goals and guidelines.
  • Mentored junior administrative staff, fostering professional development and enhancing team productivity.
  • Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for [Number] executives.
  • Streamlined executive schedules by managing appointments, meetings, and travel arrangements to ensure smooth daily operations.
  • Handled scheduling and logistics planning for conferences and monthly meetings.
  • Screened incoming mail, publications and other correspondence directed to management team members.
  • Enhanced communication between executives and staff by acting as a liaison and promptly addressing issues or concerns.
  • Monitored incoming correspondence, emails, snail mail and other publications for management members.
  • Managed expense tracking and budgeting tasks to maintain financial accountability for senior leadership teams.
  • Oversaw special projects from inception to completion under tight deadlines while ensuring delivery of high-quality results.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Handled confidential and sensitive information with discretion and tact.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Volunteered to help with special projects of varying degrees of complexity.

Facilities Manager (p/t, virtual position)

MALHOTRA FAMILY, LLC
01.2012 - 01.2015
  • Reviewed commercial contracts, evaluating tenant problems, and resolved tenant issues
  • Coordinated services of maintenance subcontractors to maintain offices of several commercial and professional properties in Garden City
  • Managed maintenance and repair of multiple properties sites on Long Island; collaborated with service center reps.
  • Served as a liaison between property owner and tenants and facilitated tenant relations

Executive Assistant to CEO

FLIGHT SAFETY INTERNATIONAL
01.2005 - 01.2006
  • Supported President/CEO of Fortune 500 company at headquarters with a staff of 100+ personnel
  • Managed calendar of appointments, filed expense reports, composed confidential correspondence, and handled all confidential affairs; prepared all domestic and international travel and itinerary.
  • Created effective administrative processes to support the evolving demands of President/CEO.
  • Strengthened all aspect of office operations throughout main headquarters and provided support to all administrative assistants, managers, and clients
  • Co-coordinated annual Congressional Medal of Honor Foundation Fundraiser
  • Apprised President of day-to-day issues; drafted reports and correspondence on behalf of President
  • Presented recommendations including brochures, website, corporate handbook and implemented changes

EA/Paralegal/Office Manager

BERGER STERN & WEBB, LLP
01.1990 - 01.1998
  • EA/Paralegal/Office Manager at the inception of new firm
  • Managed secretarial and office duties with 6 Associates, 2 Senior Partners and five clerical staff, scheduling meetings and appointments as per priority; maintained inventory of office supplies, while serving as Executive Assistant to 2 Partners
  • Recruited and supervised office personnel as firm expanded, managing workflow throughout
  • Key liaison for clients during any attorney’s absence
  • Created performance review criteria, standardized skills, and competencies for firm
  • Responsible for all Human Resource records and actions

Education

Certificate - Paralegal Studies

HOFSTRA UNIVERSITY
Hempstead, NY
01.2012

Bachelor of Science - Paralegal Studies

ST. JOHN’S UNIVERSITY
Jamaica, NY
01.1998

Skills

  • Microsoft Word, Excel, Outlook PowerPoint, Amicus, Genesis, WorldDocs, Adobe Acrobat, Teams, Zoom, 85WPM
  • Executive support
  • Administrative support
  • Office management
  • Strong problem solver
  • Schedule & calendar planning
  • Meticulous attention to detail
  • Information confidentiality
  • Customer Service-oriented
  • Scheduling
  • Calendar management
  • Professional and mature
  • Travel coordination
  • Travel arrangements
  • Meeting planning
  • Document preparation
  • Advanced MS office suite
  • Project management
  • Phone etiquette
  • Conflict management
  • Multi-line phone proficiency
  • Travel administration
  • Legal administrative support
  • Email management
  • Time management
  • Reliable and responsible
  • Microsoft office
  • Executive schedule management
  • Honest and dependable
  • Critical thinking

Certification

New York State Notary Public

Community Service

Volunteer, Autism Awareness, Teacher Aide, Oyster Bay Cooperative School, Parent Advocate, Oyster Bay-East Norwich School District

Timeline

Executive Assistant to Co-Managing Partner/General Manager

Falcon Rappaport & Berkman, LLP
07.2023 - Current

Executive Assistant to Sr. VP for Academic Affairs

Long Island University
01.2023 - 07.2023

Legal Assistant/Paralegal – Tax Certiorari

HERMAN, KATZ, CANGEMI, WILKES & CLYNE
01.2022 - 01.2023

Senior Executive Assistant

HOFSTRA UNIVERSITY
01.2015 - 01.2021

Facilities Manager (p/t, virtual position)

MALHOTRA FAMILY, LLC
01.2012 - 01.2015

Executive Assistant to CEO

FLIGHT SAFETY INTERNATIONAL
01.2005 - 01.2006

EA/Paralegal/Office Manager

BERGER STERN & WEBB, LLP
01.1990 - 01.1998

Bachelor of Science - Paralegal Studies

ST. JOHN’S UNIVERSITY

Certificate - Paralegal Studies

HOFSTRA UNIVERSITY

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