Summary
Overview
Work History
Education
Skills
Certification
Assessments
Personal Information
Timeline
Generic

Paulina Vega Ayala

Sacramento,CA

Summary

Expertise in leading team dynamics and optimizing operations. Demonstrated success in providing executive support, management and leading business operations and fostering strong client relationships, resulting in a process time reduction of over 75% in fast-paced environments. I am also Proficient in Microsoft Office, with a commitment to delivering exceptional client service and enhancing organizational efficiency.

Overview

9
9
years of professional experience
1
1
Certification

Work History

Legal Assistant/Paralegal

Quinn Covarrubias
Roseville, CA
10.2023 - 10.2024
  • Calendaring case deadlines including but not limited to discovery deadlines, court hearings, depositions, mediations, and client meetings
  • Schedule hearings with opposing counsel and court staff
  • File motions and pleadings
  • State and Federal filing procedures
  • Maintain firm-wide LSS calendar to ensure all deadlines are accurately and timely entered
  • Draft correspondence, pleadings, and emails
  • Interact with clients, visitors and attorneys/staff via phone, email and in-person
  • Calculate rule-based deadlines confirming calendar and provide weekly calendar report
  • Review of all daily incoming mail, email and faxes
  • Checking of tentative rulings
  • Setting up Court Calls, court reporters and videographers appearances
  • Assist attorneys with state and federal electronic and hardcopy filings
  • Assist paralegals and attorneys with service of all filed pleadings
  • Prepare briefs and other legal documents for filing, including proofreading, cite checking, compiling exhibits, court dockets and appendices, formatting documents according to local rules, and filing documents
  • Process and put together SMUD (Sacramento Municipal Utility District Judgment, Abstract, and Lien renewals)

Supervisor/Manager

Canon/Best Best & Krieger, Attorneys at Law
Sacramento, CA
02.2022 - 10.2023
  • Member of the Social Committee: plan, host, coordinate events for monthly events by revising budgets, setting dates, setting up decorations and ordering catering
  • Gathered documents and coordinated meeting to evaluate employee performance reviews
  • Overseeing business firm operations by revising monthly supply inventory orders, budget analysis, monitoring the workflow of each department, coordinating and streamlining projects
  • Managing and Supervising and training new employees: Cross train new employees and new managers virtually and on the phone at our other firms within California
  • Delegating tasks and assignments to employees
  • Streamlining Legal File Transfer projects by providing reviewing documents, closing out files, creating submittal letters, and creating reports
  • Coordinating with vendors and scheduling routine maintenance and managing accounts
  • Records Keeping: creating indexes, printing, copying, binding legal documents for trials and performing quality checks before submission
  • Document preparations: creating labels and packaging (USPS, FedEx, UPS, GLS) mail
  • Receiving and disbursing mail to correct associates and appropriate departments
  • Communicate with building management, vendors, and associates regarding routine maintenance and issues
  • Prepare and generate monthly reports: gathering daily and volume reports to measure workflow production for Records, Support, and Office operations
  • Provide weekly operational reports for Records, Support, and Office operations: Generate monthly reports to collect data
  • Updating records by most recent court filing dates for court pleadings, non-pleadings documents and creating detailed sheets then generating new record filing numbers
  • Routine assessments and regular record maintenance by archiving and closing out files: logging information into Autonomy Records Manager systems
  • Provide heavy hospitality and exceptional customer service: Client rapport building, booking hoteling suites, scheduling office tours and answering and recording incoming phone calls
  • Resolve and negotiate conflicting issues that arise among employees and clients
  • Perform and Configure basic IT equipment, network systems, and server maintenance: minor maintenance for photocopiers, postage meters (Neopost), fax machines, and desktop issues

Concierge Services Supervisor

The Fountains with Roseville
Roseville, CA
06.2021 - 11.2021
  • Created work schedules, monitored/edited timecards via Paychex system
  • Provided heavily hospitality for mall
  • Implemented 'Disney' customer service approach to staff
  • Gathered documents and coordinated meeting to evaluate employee performance reviews
  • Coordinated and created Job Fair event and interviewed on the spot
  • Managing, training, and supervising employees for daily operations: Gift Card (Store Financial/EML) processes/transactions, daily operations (open/close), and event planning
  • Generated reports: Sales reports, Incident reports, complaint inquiries to security and mall management
  • Operated train for children and families posing as a train conductor
  • Event coordination by staffing team and setting up
  • Gift Card testing and adding merchants to company database
  • Maintain daily reconciliation forms and track monthly inventory
  • Greeting, rapport building, and acting as a Liaison on behalf mall between the merchant, guests, and employees
  • Providing active directory services to guests and tourists
  • Training new hires: screening, interviewing, processing applications, and verifying work authorizations etc
  • Re-routing phone calls to specific merchants
  • Providing cash handling services and guest inquiry follow ups
  • Organizing notebooks and master books for employee form(s) accessibility
  • Implementing and enforcing policies and regulations
  • Team building with associates

Senior Recorder (Contract)

States Title
Sacramento, CA
09.2020 - 04.2021
  • Managing all of California and Arizona state funding packages and performing quality checking process by proof checking notary acknowledgments, subordination agreements, lender signatures, vesting's, applicants information/signature, and dates
  • Organizing and processing loan documents by disbursement dates in numerical order
  • Submitting loan documents for recording per county/state criteria's via Resware and Simplifile integration application system
  • Independently generated/exported data onto created excel spreadsheets consisting of 150 files for daily disbursement list: Filter, organize, and research files for application status update
  • Follow up on recorded document confirmation to send to approved buyers
  • Monitored emails requests regarding document corrections, turn over times, daily tasks reports
  • Independently maintained separate filing cabinets consisting of 1000+ files
  • Lead and managed my own team by overseeing two assistants, one virtually and one in-office assistant to streamline projects: Meeting deadlines and overturning department turnaround times
  • Result: successfully turned a 2 month turn over time to 5 days within one week
  • Implemented successful ideas for department improvement and efficient workflows
  • Collaborated and guided with contractors in the absence of management

Document Coordinator/Office Assistant/Document runner (Furloughed)

GKL Corp/Search Inc.
Sacramento, CA
07.2018 - 04.2020
  • Maintained electronic records regarding client business information and entities via SESAME database
  • Heavy data entry, mail processing and researching for incoming/outgoing mail
  • Provided heavily customer service in the field and inbound and outbound calls
  • Outbound calls to the Secretary of State business entities department to reserve Corporation, LLC, or LLP/LP names on behalf of clients
  • Proof checked and written document fees on checks before submitting to the Secretary of State counter
  • Operated company vehicle to make bank deposits, USPS pick-up and deliver documents at the Secretary of State office (Drop off/pick-up and signed on/off on documents)
  • Minimal A/R experience with billing, prepping, filing, and organizing invoices on CITRIX web application: maintained invoices and sales batch orders
  • Act as Liaison on behalf of company by providing public customer service and in-person rapport building with business associates/vendors
  • Provided telephonic support by answering and redirecting calls

Student Assistant - Business Entities Division

SECRETARY OF STATE
Sacramento, CA
04.2016 - 08.2017
  • Filed, organized, researched and processed microfilm: Utilizing machine to search for archived documents
  • Heavy data entry, record maintenance, and reconciliation via TEALE database
  • Organized and processed customer's business forms
  • Received, calculated, and analyzed checks for possible fraudulent activity
  • Imaged documents by proof-reading, preparing, and scanning documents on to the California Secretary of State website for public searches
  • Volunteered to provide telephonic support in 2016 Presidential election by assisting registered voter's poll status within all regions of California
  • Provided action after reports for all completed projects
  • Trained new employees in daily operational functions

Summer Intern

Kaiser Permanente
Sacramento, CA
06.2015 - 08.2015
  • Collaborated with the Vice President by providing an SBAR analysis technique (Situation, Background, Assessment, Recommendation) for EBOLA cases
  • Assist with department audits by evaluating inventory, employee evaluations, and unit walk-through regarding federal compliance regulations
  • Attended regional (main) joint commission meetings with other vice presidents
  • Assisted department by revising budgets, contracts, and hospital facility renovations: updating/replacing CT/CAT scan equipments
  • Studied minimal architecture blue prints, confidential EBOLA cases, and hospital codes (code blue etc)
  • Assists with patient complaints and requests
  • Assist with interviews by reviewing candidate resumes, sitting in on panel interviews, and collecting data for department survey's
  • Assisted with coordinating 'Bring your child to work' day event for Hospital
  • Prepped volunteer packets, T-shirts, and itinerary event schedules: collaborated with Sacramento SWAT team, Sacramento Kings mascot, and cheerleaders
  • Job shadowed to various departments (ED, Pharmacy, Radiology, and Security etc)

Education

High school diploma - General Studies

Hiram W. Johnson High School
Sacramento, CA
06.2015

Some College (No Degree) - Business Administration, Management (In Progress)

WGU
Sacramento, CA

Skills

  • Team Management
  • Microsoft Outlook
  • Management
  • Data entry
  • Document review
  • Document management
  • Administrative Experience
  • Citrix
  • Minimal Accounts Payable and Accounts receivable
  • Active Directory
  • Guest Services
  • Resware
  • Sage
  • Paychex
  • Leadership
  • Loan title processing
  • Project Coordination
  • Project Management
  • Filing
  • Writing skills
  • Office management
  • Documentation review
  • Clerical experience
  • Hospital experience
  • Experience working with students
  • Conflict management
  • Hospitality
  • Supervising experience
  • Personal assistant experience
  • Operations management
  • Proofreading
  • Case management support
  • Client communication
  • Negotiation
  • Legal/Court processes
  • Customer relationship management
  • Data management
  • Court filing
  • Calendar management
  • MS office proficient
  • Administrative assistance
  • Exceptional telephone etiquette
  • Document drafting
  • Legal document preparation
  • Document editing and control
  • Contract review
  • Scheduling/Planning
  • Client relations

Certification

  • Certified Home Health Aide, 06/01/21, 06/01/23, Disbursed medication., Hospitality Services., Linen Cleaning., Food Prep., Yard maintenance., Errand runs.
  • Typing Certification, Present, 64+ wpm
  • Driver's License
  • Legal assistant certification completion, 05/01/24, Present, Legal Professional Institute - Sacramento

Assessments

  • Work style: Reliability, Proficient, 10/01/23
  • Spreadsheets with Microsoft Excel, Proficient, 10/01/23
  • Work style: Professionalism, Proficient, 02/01/23
  • Administrative assistant/receptionist, Proficient, 02/01/23

Personal Information

  • Willing To Relocate: Anywhere
  • Authorized To Work: US for any employer

Timeline

Legal Assistant/Paralegal

Quinn Covarrubias
10.2023 - 10.2024

Supervisor/Manager

Canon/Best Best & Krieger, Attorneys at Law
02.2022 - 10.2023

Concierge Services Supervisor

The Fountains with Roseville
06.2021 - 11.2021

Senior Recorder (Contract)

States Title
09.2020 - 04.2021

Document Coordinator/Office Assistant/Document runner (Furloughed)

GKL Corp/Search Inc.
07.2018 - 04.2020

Student Assistant - Business Entities Division

SECRETARY OF STATE
04.2016 - 08.2017

Summer Intern

Kaiser Permanente
06.2015 - 08.2015

High school diploma - General Studies

Hiram W. Johnson High School

Some College (No Degree) - Business Administration, Management (In Progress)

WGU

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Paulina Vega Ayala