Driven and resourceful administrative professional with 16+ years of experience assisting senior and C-suite executives and Board of Directors. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Executive Assistant
Meltzer, Lippe, Goldstein & Breitstone, LLP
05.2019 - Current
Act as true gatekeeper to named partner in the Private Wealth & Taxation Group
Maintain Partner's calendar: schedules and confirms appointments, arrange for meeting rooms or facilities, coordinates travel plans; anticipate needs and make arrangements for internal and external meetings
Manage Partner's inbox; read all emails, ensure response and/or follow-up
Track and draft Partner's billable and non-billable time
Track, monitor and assist in collections of Partner's A/R of over $6 million
Draft memo, engagement letters, and other various correspondence on behalf of Partner
Handle all travel arrangements, including flights, hotels, and ground transportation
Review and edit monthly bills prior to being sent to client
Manage department logistics including weekly department meetings, attorney work product, client relations, etc
Maintain professionalism and strict confidentiality with all materials
Ensure beneficiary distributions and taxes are paid where partner is Trustee
Oversee logistics of annual Private Wealth & Taxation Institute, including but limited to agenda topics, location, arranging of speakers, etc
Provide paralegal support when needed on various matters
Handle confidential and sensitive information with discretion and tact.
Screened personal and business calls and directed to appropriate party.
Board and Corporate Governance Coordinator
International Flavors & Fragrances Inc
03.2016 - 05.2019
Provide administrative assistant to the Deputy General Counsel and backup assistance to the General Counsel
Day-to-day activities include but not limited to calendaring, editing of documents, expense, travel arrangements and planning of annual international lawyers meeting
Assisted with qualifying, hiring and implementing a contract management company for the Legal Department
Heavily involved in companies current acquisition of complex large company dealing with many aspects antitrust and integration processes
Reviewed all Real Estate leases
Uploaded all agreements to Concord
Draft and maintain Integration Checklist
Coordinating the signatures of all Officers and Directors for antitrust and closing documents
Assist team with meeting set-up and other ad hoc tasks
Board of Directors Coordinator responsibilities:
Plan all logistics for average of six Board and Committee meetings per year both locally and internationally, in addition to various special committee meetings throughout the year
Work directly with all C-Suite members, including CEO, and other officers through the company in obtaining presentations for the Board and Committees
Direct communication with all Directors and their Executive Assistants in regards to travel, calendaring, phone conferences, communication of sensitive materials, etc.
Assist in editing and distribution of highly confidential materials for all Board and Committee meetings
Create all agendas and master calendars for the Board and Committees along with Director's continuing education schedule
Draft all resolutions for attorney review
Responsible for gathering, reviewing and posting of all sensitive Board and Committee materials to Diligent for Directors review prior to meetings
Obtain and maintain Directors and Officers information for the annual Proxy Statement
Secure conference rooms, coordinate catering of breakfast and lunch along with private dining for an average of 30 guests
Conduct annual assessment surveys for the Board, Committees and Management
Prepare and finalize annual multi-million dollar budget for the Board of Directors
Assistant/Floor Coordinator/Paralegal
Quinn Emanuel Urquhart & Sullivan, LLP
02.2011 - 03.2016
Provided administrative assistance to one Partner, one Senior Of Counsel and three Associates;
Coordinated internal and external meetings, booked domestic and international travel, prepared variety of documents, extensive calendaring for individual attorneys along with team case calendars, screened phone calls and took messages, processed expense reports, submitted vendor invoices to accounting department, entered billing time in system
As Floor Coordinator trained new hires and assisted secretary coordinator in managing my floor
Worked directly with clients and vendors in reviewing and managing expense budgets along with negotiating pricing with vendors
Reviewed and approved all invoice expenses prior to client delivery
Worked directly with clients to provide breakdown of all expenses when needed
Worked as paralegal on multiple cases; prepared various legal documents, assisted in all stages of deposition and trial preparations, maintained electronic databases and case calendars
Attended and assisted numerous out-of-town trials; provided general assistance to up to 6 Partners and 10 attorneys from offices worldwide who attended trial
Handled day-to-day operations such as supply ordering, war room setup, office facilities maintenance, daily catering, managing trial exhibits, preparing trial and expert binders
Worked closely with clients, witnesses and attorneys with regards to travel arrangements
Head liaison to hotel coordinating all contracts and guest room stays for up to 27 people.
Paralegal
Stiles Taylor and Grace
04.2010 - 11.2010
Legal Secretary/Project Assistant
Buchanan Ingersoll & Rooney PC
07.2007 - 04.2010
Education
B.S - Marketing
University of Tampa, John Sykes College of Business
Scheduling Supervisor - Team Lead - Loss Mit/Settlement Coordinator at Relin Goldstein & Crane LLPScheduling Supervisor - Team Lead - Loss Mit/Settlement Coordinator at Relin Goldstein & Crane LLP