Legal Administrative Assistant May 2007 to CurrentUBS FINANCIAL SERVICES INC - Weehawken, NJ
Microsoft Outlook/Word/ Excel Concur Strong interpersonal and communication skills Excellent time management and organizational skills, able to meet deadlines in a challenging environment Provide administrative support to attorneys in the Legal Department Responsible for intake and tracking of all firm third-party subpoena matters, including assessing appropriate cost centers, relative risk weighing of impacted business areas Review and respond to department email, handling all incoming correspondence, fax, notice of process, third party subpoenas, summonses, restraining orders, levies & garnishments, and other related court orders Proactively identify and refer criminal or high risk matters to the Firm's AML or regulatory functions and maintain a quarterly report Managing departmental workflow by delegating assignments to a paralegal pool of 10, ensuring balanced workload and timely and efficient handling of legal matters Creating legal matters on Lexidia system, assigning, scanning and uploading documents to the matter Manage all subpoena matters by updating and attaching follow-up correspondence and setting up matters for billing Track and maintain records regarding all funds collected by the department for fees and document expenses Liaise with branches, government agencies, law firms and others regarding court orders Handling internal/external correspondence, reviewing and handling mail and distribute accordingly; creating, updating and organizing files Assist in onboarding of new hires and requesting the necessary entitlements Maintaining attorney calendar by setting up meetings and conferences Book travel arrangements and car service Process expense reports and reconcile American Express statements Maintain time and attendance accrual for a group of 10 employees Assist with the organization and storage of case files Order all supplies needed to run an efficient and professional office Scan new cases i.e.
FINRA, SEC and statement of claims to attorneys accordingly Set up file folders and contact sheets with new cases for attorneys Entered and updated client case information on spreadsheets for attorneys Produce letters, memoranda, documents, reports Send outside counsel and other vendor invoices to accounts payable for processing and follow up to insure payment was made to vendors.
Manager January 1989 to January 2000Beth Israel Medical Center Social Work/Home Care - New York, NY
Provided support to the Administrative Director Developed policy & procedure manuals for department Assisted in analyzing the operating budget and tracking expenses for the department and generated monthly reports Managed a total of 5 administrative assistants Arranged meetings, travel, conferences, luncheons and holiday parties Processed payment vouchers, travel vouchers for conferences, reimbursements and memberships Onboarding of new staff, assigned offices, ordering computers and supplies for the new staff Set up new files and maintained personnel files of newly hired employees for the department Verified employment information to outside agencies for all 300 staff members Processed payroll and timekeeping for a total of 300 union & non-union staff on Kronos System.
Entered completed payroll data into accrual system and developing a quarterly report (i.e., vacation, sick, personal days & holidays) for department staff Processing leave of absences, resignations and terminations for all employees in the department Managed and insured adequate supplies and forms for the department Coordinated child abuse seminars, which included logging in child abuse reports and sending them out to the Administration for Child Services Handled pre-screening and translated for walk-in patients.
Assistant January 1988 to January 1989Prudential-Bache Securities - New York, NY
Supporting attorneys and account executives in the client relations department Typed and composed letters, memos, tables, charts, reports and general releases for an associate vice president, two associate general counsels and twelve account reps Responsible for opening and reviewing mail Calendar management Coordinated travel arrangements and organized meetings and conferences Provided telephone coverage for the group Customer Service.
Legal Secretary January 1987 to January 1988Sullivan &Cromwell - New York, NY
Typed and composed letters, memos, documents and reports for Partners, Lawyers and Associates Typed blue-sky forms and worked on other projects Entered time for Partners, Lawyers and Associates on time reporting system Languages: English & Spanish Participated in the UBS Financial Services Inc.
Pro-bono program related to the 911 Victims Fund - received a Plaque and a Certificate.
High School Diploma : Liberal Arts, 1983Seward Park High School - New York, NY, USA