Tomasita Rojas

Executive Assistant to Executive Vice President

Affinion Group, Inc. (Legal Department)

10.2006 - 01.2021

Executive Assistant to Executive Vice President & General Counsel of the Legal Department.
Prepared corporate documents, memorandums, spreadsheets, and presentations to support top-level executives.
Proofread all outgoing correspondence prior to distribution; checked accuracy of facts presented in documents.
Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
Managed all assigned matters and projects, prioritizing requests, and deadlines.
Participated in frequent communication with top executives, other administrative team members, human resources and finance department on special projects and events.
Scheduled and arranged travel and hotel reservations for meetings, conferences, and board meetings (On Site/Off Site).
Provided administrative support to lawyers including scheduling appointments, travel arrangements and coordinating conference calls.
Conducted due diligence in support of merger and acquisition transactions.
Created and maintained accurate computer and paper-based filing and organization systems for business records.
Maintained company confidence and protected business operations by keeping sensitive information confidential.
Managed and maintained the company's Record Retention System to include document retrieval and organization.
Facilitated quarterly and special telephonic board meeting agendas, including preparing board materials and distributed materials in advance for successful sessions.
Ordered catering for attendees of business and Board meetings.
Created and maintained contact details of Officers and Directors of the company.
Drafted minutes to Audit Committee and Board of Directors quarterly meetings for EVP & GC and coordinated the execution of final minutes.
Maintained contact with board members in all matters relative to meetings and other board related matters and coordinated the execution of board resolutions and other board related documents.
Coordinated quarterly compensation of Non-Executive Directors, quarterly reimbursement of expenses and compensation of special meetings.
Kept Minute Books up to date for the company's various entities.
Worked with internal and external auditors to ensure compliance of quarterly SOX Testing of Controls; each test was completed upon request and by specified deadlines.
Prepared letters to outside counsel, confirmations, and in-house legal letters to auditors regarding audit matters; all managed by specified dates.
Liaison between outside counsel and top executives, obtained all required signatures for SEC filings and Merger & Acquisitions transactions by the specified deadlines.
Reviewed all legal invoices for completeness ensuring compliance with Legal and Accounting Department's guidelines, including setting-up new vendors, processing of check requests, wires, and invoices through internal system.
Liaison between vendors, law firms and Accounts Payable with regards to questions and inquiries related to invoices.
Generated reports, i.e., monthly accruals of Mergers & Acquisitions, Litigation, Legal and Professional Fees for Corporate Accounting, compile quarterly reports of Non-Executive Director compensation and other customized reports upon request and by specified deadlines.
Processed incoming contracts accurately and efficiently; uploaded contracts into system, updated Legal Contracts Database and performed other administrative tasks for maintaining contract files executives.
Contributed to creating a new Contract Database to replace an existing one that was outdated, deficient and no longer supported by the vendor and that did not meet business needs.
Worked with the IT Department so they could configure an existing platform (SharePoint) already used by the company.
Both Legal Departments, Connecticut and Tennessee can now both utilize the database.
I successfully moved 5,000+ contracts and the company saved on resources.
Created a Contract Management System containing all the pertinent information of each contract.
This provided the legal team with quick access to contract information and served a dual purpose in providing a list of contracts for quarterly contract reports.
Successfully reorganized the company filing system which significantly increased efficiency of work, the legal team can quickly find the business records when needed.
Created and managed a new Record Retention filing system for the Legal Department that brought the system into line with corporate policy and trained attorneys on how to use the system.
Processed invoices from outside counsel for accuracy in fees and foreign exchange rates in preparation for accounts payable and prepared weekly expense statements for Vice President and attorneys with 100% accuracy.
Handled confidential and sensitive information with discretion and tact.

Summary

Overview

Work History

Family Childcare Director/Owner

Executive Assistant to Executive Vice President

Education

Bachelor of Science - Legal Studies Specializing Paralegal Studies

Paralegal Studies Certificate Program - ABA Approved

Associate of Science - Office Administration

Skills

References

Languages

Timeline

Family Childcare Director/Owner

Executive Assistant to Executive Vice President

Bachelor of Science - Legal Studies Specializing Paralegal Studies

Paralegal Studies Certificate Program - ABA Approved

Associate of Science - Office Administration

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