Objective
To find a position within a Human Resources organization that would utilize my recruiting and administrative support skills and experience, while providing opportunities for growth and career development.
Experience
SUMMARY OF QUALIFICATIONS:
* More than two and a half years of experience recruiting in a fast-paced environment, effectively managing multiple competing priorities, while meeting deadlines to fulfill staffing requirements within budget constraints.
* Over thirteen years of experience providing administrative support to senior and executive-level professionals.
* Technically proficient in MS Office, possessing practical knowledge of advanced Word, Excel, PowerPoint and Outlook functions.
* Excellent written and verbal communication skills.
* Organized, detail-oriented, creative and efficient. Adept at multi-tasking, trouble-shooting and problem solving.
* Successful working independently with minimal supervision, as well as within a group as a team player.
* Quick learner, with demonstrated ability to adapt quickly to challenges and changing environments.
EXPERIENCE:
HORIZON LINES, LLC – Kenilworth, New Jersey
Crewing Manager – Government Vessels
03/07 – 11/09
* Managed the staffing needs for a fleet of seven oceanographic survey vessels based in domestic and international locations, in accordance with the Military Sealift Command T-AGS Contract requirements. Recruited and hired both licensed and unlicensed personnel to fill all vacant occupations, from entry level crew to vessel Master.
* Utilized various staffing resources and techniques to fill all open positions within scheduled deadlines and budget. Advertised job openings with designated union halls across the United States, worked closely with MM&P, MEBA, SIU and AMO dispatchers. Posted jobs openings online and enlisted services of outside placement agencies as needed. Sought out referrals and actively pursued leads for new talent, making introductory contacts to prospective candidates via email and/or telephone.
* Screened all job applicants to determine eligibility for employment, including inquiries from unsolicited sources. Collected and reviewed resumes and required documentation. Conducted telephone interviews with candidates located throughout United States. Evaluated candidates’ qualifications, experience, education, training certifications and medical records. Verified satisfactory health status and compliance with drug-free policy. Confirmed all USCG and MSC employment criteria were met prior to hiring.
* Created and maintained detailed, confidential logs for each vessel using Excel. Continuously updated sailing schedules, port locations, visa requirements, lists of current crewmembers, assignments dates, travel arrangements and future crew rotation plans.
* Followed security guidelines to preserve classified information regarding vessel schedules, location of port visits and special mission details. Maintained confidentiality of all sensitive employee and vessel information at all times.
* Coordinated Security Clearance, Trustworthy and Fingerprint Card application process for all candidates. Confirmed applications were completed properly and submitted for government investigation. Followed up on pending submissions, kept applicants informed of status and any further action items, notified applicants of government decision to issue or deny security clearance.
* Scheduled training and continuing education courses for crewmembers as needed, to ensure certifications were kept current. Arranged and monitored crewmember travel to training facilities. Tracked spending and processed related expense reports.
* Scheduled new candidates and existing crewmembers for required medical exams, vaccinations and drug-screening as needed.
* Arranged and monitored domestic and international travel for all crewmembers scheduled to board a vessel, based upon the requirements established by the vessel Master and the Program Manager, in accordance with vessel’s schedule and port location. Assisted crewmembers with the procurement of seafarers’ visas when required to enter foreign ports. Communicated all travel arrangements to crewmembers and/or their union representative, as well as the appropriate vessel Master and designated Agent to ensure necessary support and transportation to vessel was provided.
* Managed electronic personnel records for all employees using NS5 Crew Management Database. Continuously updated profile data to accurately reflect the status of each employee on each vessel. Also created, organized and maintained comprehensive physical personnel files for existing employees and prospective candidates for employment.
* Liaised with union representatives to ensure that there was always an available pool of qualified crewmembers possessing all required training certifications. Coordinated with union representatives to meet all new training requirements.
VERIZON WIRELESS – Morristown, New Jersey
Administrative Assistant – Legal
11/05 – 01/07
* Provided all aspects of administrative support to Northeast Area Vice President/General Counsel and two Senior Counsel.
* Managed attorneys’ calendars in MS Outlook; scheduled meetings and conference calls using Cisco MeetingPlace.
* Arranged travel; prepared itineraries; processed travel and expense reports using PeopleSoft; reconciled corporate card accounts.
* Created correspondence, agreements, complex presentations, spreadsheets, charts and tables using Word, Excel and PowerPoint.
* Logged, routed, tracked and filed advertising, marketing and training materials requiring legal review and approval.
* Obtained legal approvals on contracts, agreements, amendments and leases; kept records of all approvals.
* Processed vendor invoices for payment; prepared check requests; routed checks to appropriate party.
* Received and recorded payments on accounts in collections; routed checks to appropriate party for processing.
* Made payments to bar associations and other legal organizations to ensure attorneys’ memberships were kept current.
* Created case matter profiles in eCounsel electronic case management database; entered updates as needed.
* Entered time sheets electronically and kept hard copies of attendance records for department staff.
* Ordered office and computer equipment, business mobile telecommunications devices, and office supplies. Managed business telecommunications accounts. Arranged for equipment repairs and maintenance. Reconciled purchasing card account monthly.
PITNEY HARDIN LLP – Florham Park, New Jersey
Legal Secretary – Transactions
12/04 – 09/05
* Supported four Attorneys who served the firm’s corporate clients, including trademark clients.
* Prepared United States Patent and Trademark Office filings, and maintained trademark files.
* Used CPI to maintain database of current information regarding trademark clients and marks.
* Docketed trademark action items in CPI; ran reports of action items as needed.
* Used Lotus Notes to docket action items for various cases and clients.
* Prepared various documents including correspondence, agreements and spreadsheets.
* Used Deltaview to produce black-lined document comparisons needed for negotiations.
* Utilized MS Word Text Bridge software to convert scanned documents into format suitable for editing.
* Scheduled conference calls and meetings. Made travel arrangements; prepared travel and business expense reports.
* Screened and directed incoming calls; greeted visitors; placed calls for attorneys; transcribed voicemail as needed.
AT&T CORP. – Morristown, New Jersey
Legal Secretary II – AT&T Consumer Services Division
10/95 – 12/04
* Provided all aspects of administrative support to one General Attorney, three Senior Attorneys and one Contracted Attorney.
* Prepared legal contracts for execution; maintained list of contracts and files of executed versions.
* Used DeltaView to compare documents to produce black-lined versions for negotiations.
* Created and revised presentation materials using Word, PowerPoint and Excel.
* Composed business correspondence; took and transcribed dictation as needed.
* Made travel arrangements, prepared itineraries, entered travel and expense reports, reconciled corporate card accounts.
* Scheduled meetings and conference calls; managed attorneys’ calendars using MS Outlook.
* Screened and directed incoming calls; took messages, greeted visitors.
* Maintained attorneys’ expense, attendance, contract and correspondence files.
* Recorded hourly time reports for attorneys using Law Pack time tracking software. Prepared reports for budgeting purposes.
* Prepared purchase requisitions for outside vendors and prepared vendor invoices for payment using Ariba.
* Worked with Outside Counsel and Law Pack Support Teams to ensure vendor invoices were approved and paid with appropriate funds; assisted with tracking expenses and hours charged by attorneys using CompInfo Law Pack Software.
* Assisted with recruitment process for hiring permanent and temporary paralegal legal staff.
* Facilitated the assimilation of new staff members by ensuring that prior to start date office space was furnished and computer and telephone equipment were in place and functional. Requested and confirmed required software installations, permission to internal network and electronic files, creation of new email accounts, voicemail system access, and entry in corporate directory.
* Handled special projects as assigned, including contributing to the writing, layout and design of a Policies and Procedures Handbook created for distribution to all legal department support staff.
* Managed attendance records for more than 25 staff members; required review and electronic input of weekly time sheets; discrepancy resolution; tracking of absences; inputting requests for leave; creating and monitoring of electronic data reports.
* Performed clerical duties such as faxing, filing, handing incoming, outgoing and overnight mail.
AT&T CORP. – Basking Ridge, New Jersey
Secretarial Stenographer – AT&T Law & Government Affairs – Legal Word Processing Department
03/93 – 10/95
* Supported all Law & Government Affairs Department members who required word processing assistance.
* Created, revised, reformatted and proofread legal documents, correspondence, complex spreadsheets, detailed graphs, organizational charts and presentations using Word, Excel, PowerPoint and ABC Flowcharter.
* Updated databases using MS Access.
* Assisted attorneys with preparation and electronic transmission of FCC Filings in accordance with U.S. Government formatting requirements and deadlines.
* Relieved Legal Word Processing Supervisor. Kept log of requests, delegated assignments and managed work flow.
* Promoted to Legal Secretary II in October 1995.
SKILLS:
* Microsoft Office (MS Word, Excel, Outlook, PowerPoint, Access, Internet Explorer)
* PeopleSoft
* Ariba
* SafeNet Database Version 4.43ay
* ABS Nautical Systems NS5 Version 5.3.5e
* Workshare DeltaView 2.8
* CompInfo Law Pack Software
* Lexis/Nexis and WestLaw
* CPI Patent and Trademark Database
* Lotus Notes
* Gregg Shorthand and Dictaphone
EDUCATION:
STAFFORD HALL SCHOOL OF BUSINESS - Summit, New Jersey
Completed Executive Administrative Assistant Program
Education
Certification
Skils