NORMA GARZA
PEARLAND,TX
Summary
Administrative professional with experience in legal support, document preparation, translation, client communication, and database management. Skilled at staying organized, meeting deadlines, and assisting attorneys with wide range of tasks
Overview
22
22
years of professional experience
Work History
Litigation Assistant
Fish & Richardson
09.2022 - Current
- Processing invoices and bills
- Running conflicts checks
- Provide administrative support to legal staff and litigation Paralegals as assigned.
- Assist with administrative overflow as requested.
- Prepare and process expense reports, requests for reimbursement, and check requests.
- Coordinate travel arrangements for legal staff
- Assist attorneys with pro bono immigration cases, including mailing documents to USCIS.
- Provide Spanish-English translation support for clients and case materials
- Maintain consistent communication with clients, ensuring they receive timely updates and needed information
- Download pleadings from Courtlink, distribute them to the appropriate team groups
- Save and organize case documents in FishHub and the firm's client database, maintaining accurate and up-to-date records.
- Print, assemble, and prepare binders for attorneys, ensuring materials are organized and ready for meetings, hearings, and case preparation
- Submit attorney time entries into Intapp
Legal Administrative Assistant
Mehlman Jacobs, LLP
12.2021 - 09.2022
- Assisted the attorney in filing immigration forms and documents.
- Scanning, mailing, and copying immigration petitions.
- Gather, prepare, and assemble packages for submission to the government and clients.
- Provided administrative support to a team of paralegals and attorneys.
- Assisted with uploading invoices to the client’s database.
- Prepared approval packets and general correspondence to clients.
- Extensive data entry into the in-house database in a timely manner, ensuring data integrity.
- Perform general file upkeep, including filing away paperwork and creating physical files and labels for new cases.
- Daily communication with clients to keep them updated on any progress regarding their cases.
- Open sort, and properly distribute incoming mail.
- Handled all other administrative duties as needed.
EXECUTIVE ASSISTANT/CLIENT SERVICE COORDINATOR
DRDA, PLLC
02.2016 - 12.2021
- Answer, screen, and transfer incoming calls, faxing, photocopying, managing mail-outs, maintaining postage meters, and maintaining copy and supply rooms.
- Assisted with domestic travel arrangements; set up conference calls, assisted staff members with overflow.
- General clerical duties such as scanning and mailing, as well as maintaining an electronic and hard copy filing system.
- Handled requests for information and data in a timely manner.
- Scheduled and coordinated meetings, appointments or other special projects as assigned.
- Maintained confidentiality in all aspects of client, staff and company information.
- Tax Assembly, Set up New Client in Practice.
- Assisted with business set-ups, including filing with the Secretary of State office, prepared corporate documents, along with 401k plan documents.
- Assisted with BORSA filings, 401k Profit Sharing Plan, and applied for EIN.
- Prepared Engagement Letters.
- Maintained all client records.
INTELLECTUAL PROPERTY LEGAL ADMINISTRATIVE ASSISTANT
Novak Druce + Quigg, LLP
01.2007 - 04.2015
- Prepared documents for filing via EFS web with the USPTO, to include Information Disclosure Statements.
- Prepared reporting letters to clients, following up with clients regarding files when necessary; docket upkeep and maintenance docketing database of prior art references; cross-referencing of prior art in related applications utilizing Foundation IP docketing software; attention and support to two to three offices, including Washington and West Palm Beach, but mainly Houston.
- Initially, served as back-up to the receptionist as well as fielding incoming calls, faxing, photocopying, managing mail-outs, maintaining postage meters, maintaining copy and supply rooms and distribution of all incoming mail.
- Assisted with domestic travel arrangements; set up conference calls, assisted staff members with overflow.
- Assisted the accounting department as needed, primarily with invoice tracking, approvals and dissemination; maintained data used in accounting, matched purchasing orders and invoices, and other records as necessary.
- Maintained extensive contact with vendors regarding the status of pending orders, errors, and/or shortages on orders received.
OFFICE CLERK – ASSISTANT
CRAIN CATON & JAMES
08.2006 - 01.2007
- Maintained physical files and retrieved documents and reference materials as requested.
- Provided back-up for the receptionist.
- Assisted with travel and meeting arrangements.
- Updated litigation notebooks and completed special projects as assigned.
OFFICE CLERK
Boston & Hughes PC
12.2003 - 08.2006
- Managed the organization and distribution of mail.
- Organized, scanned, indexed, inspected and labeled documents.
- Organized and maintained scanned document database.
- Set-up and maintained filing system.
- Cross-trained and assisted in other areas as necessary.
Education
HIGH SCHOOL DIPLOMA -
Pasadena High School
Pasadena, TexasSkills
- Proficient in Microsoft Office Suite 2003, 2007,2010, 2011,Foundation IP docketing software Practice, Go File Room, Cloud, Gruntworx, Ultra Tax, United States Patent Office, Secretary of State, Internal Revenue Service, eProcessing Network, FIS Relius Documents, Workzone, TEAMS Microsoft, Aderant, InTapp, Emburse, Onventis, Sharepoint, Busniss Skype, FishHub, Courtlink, EA Pro,
LANGUAGES
Bilingual in Business Spanish [read, write, speak]
Timeline
Litigation Assistant
Fish & Richardson
09.2022 - Current
Legal Administrative Assistant
Mehlman Jacobs, LLP
12.2021 - 09.2022
EXECUTIVE ASSISTANT/CLIENT SERVICE COORDINATOR
DRDA, PLLC
02.2016 - 12.2021
INTELLECTUAL PROPERTY LEGAL ADMINISTRATIVE ASSISTANT
Novak Druce + Quigg, LLP
01.2007 - 04.2015
OFFICE CLERK – ASSISTANT
CRAIN CATON & JAMES
08.2006 - 01.2007
OFFICE CLERK
Boston & Hughes PC
12.2003 - 08.2006
HIGH SCHOOL DIPLOMA -
Pasadena High School