Summary
Overview
Work History
Education
Skills
Certification
Timeline
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Jamie Callo

San Diego

Summary

Driven and resourceful administrative professional with over 25 years of experience assisting with work of high achieving executives in fast paced, serviced based industries, both in and out of the DOD environment. Track record supporting professional needs with well organized precision. Successfully manages high volume workloads in rapidly changing environments. Highly organized and motivated team player with strong, positive customer service and support abilities that can work with minimal supervision. Detail focused with an exceptional track record of accurately meeting deadlines. Technically-savvy with outstanding relationship building, training and presentation skills. Motivated self-starter with professional customer service skills, maintains excellent working relationships with coworkers and supervisors. Expert in travel management and schedule coordination and expertly assists executive team using exceptional communication and organizational skills. Adept at managing calendars and coordinating meetings. Detail-oriented administrative professional with superb people-skills and public relations experience.

Overview

27
27
years of professional experience
1
1
Certification

Work History

EXECUTIVE ASSISTANT

GOVERNMENT CONTRACTOR - PEO DIGITAL | ASRC Federal
06.2019 - Current
  • Provides high level Administrative and Data Management support for Navy program office.
  • Provides administrative subject matter expertise including but not limited to phone coverage, office information/guidance, correspondence routing management, calendar management for multiple executives, meeting arrangements including room setup and reservation if on site is necessary, etc. and ensures continuous successful operations.
  • Assists outside PEO and USMC personnel with teams meeting invites.
  • Attaches appropriate slide decks and meeting agendas to meeting invites as well as sending RAH's to leadership prior to meetings.
  • Works closely with NAVWAR Protocol officer to ensure schedules for PEO Digital for distinguished visitors on-site.
  • Continuous office sign maintenance and updates (i.e Cubicle and office changes, party flyers, reserved parking spaces, etc.).
  • Controls and maintain all office and furniture keys.
  • Weekly AI and Calendar reviews with multiple executives to ensure continuous and successful operations and office functionality.
  • West Coast Operations and Hotel reservation site management and monitoring.
  • NAVWAR base visits as needed to accumulate all burn bags for burn bag drop, meet and onboard new employees, asset assignments and collection and mail distribution.
  • Updates and maintains user, application and asset tracker for NET database.
  • As a Security Officer for PEO Digital, processes visit requests in DISS and through our SSO office, both secret and TS/SCI.
  • Screens and responds to incoming industry calls and emails, followed by collecting company information to route to the team for meeting consideration. Uploads/Updates Industry Company profiles in Management Portal as necessary.
  • Accepts, relays, tracks and responds to all TMT taskers assigned to CSO.
  • Submits and tracks all facilities requests for NAVWAR office spaces.
  • Daily onsite employee reporting/tracking to NAVWAR facilities. Maintains recall roster as Emergency Management Representative.
  • Verifies, as CSO timekeeper, that all time and attendance had been recorded by PM in ERP; Assists in inputting time as necessary.
  • Adds new and removes departing personnel from distros, Teams, share drives and calendars.
  • Maintains leave tracker for CSO executives and team members.
  • Schedules and coordinate official PEO-DES and PMO travel plans in accordance with the Defense Travel System (DTS) directives, including arranging transportation, lodging, and rental car reservations as requested and within the assigned timeframe required by the requester.
  • Prepares travel vouchers for government PEO-DES and PMO staff in accordance with DTS directives.
  • Sets up and oversees administrative policies and procedures for offices or organizations. Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Supervises and trains other clerical staff and arrange for employee training by scheduling training or organizing training material.
  • Operates office equipment such as copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications. Stocks all Government printers, copiers, and facsimile machines are stocked with toner and paper as necessary, clear paper jams and empty the classified shredder as necessary; following prescribed equipment protocols. When required and authorized, the Contractor staff shall call for office equipment repair and support services.
  • Completes forms in accordance with company procedures.
  • Orders and dispenses supplies as needed.
  • Serves as a primary point of contact authorized to schedule and reserve assigned conference rooms in accordance with local protocol and procedures. Coordinates meetings, notifies participants, provide agendas, directions, and arrange for appropriate equipment/services. The arrangements shall be made in accordance with the procedures and schedule set by the requester.
  • Receives, opens, reviews and routes PEO-DES and PMO mail and prepares/formats outgoing correspondences and documents.
  • Maintain correspondence and records in accordance with SECNAV Manual-5201.2 Records Management Program and local directives. Files and records shall be reviewed and purged of obsolete documents in accordance with DON and local directives.
  • Contributes to development, implements, maintains and documents administrative standard operating procedures and policies including the management of official correspondence, messages, travel, daily operations and official presentations.
  • Maintains a desk book or guide of all up to date standard operating procedures, routine business practices and processes used to support all administrative functions.
  • Handles confidential and sensitive information with discretion and tact.
  • Manages executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Screens calls and emails and responded accordingly to support executive correspondence.
  • Answers high volume of phone calls and email inquiries.
  • Screens calls and emails and initiated actions to respond or direct messages for managers.
  • Updates spreadsheets and created presentations to support executives and boost team productivity.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
  • Coordinated events and worked on ad hoc projects.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.

FRONT OFFICE LEAD/FRONT OFFICE , LEAD/FRONT OFFICE ADMINISTRATIVE, LEAD/Document Control Manager

GOVERNMENT CONTRACTOR - Vector Planning & Services
12.2013 - 06.2019
  • PEO-SS/PMW 146
  • Answered phone calls and direct calls to appropriate parties or take messages.
  • Provided administrative subject matter expertise (front desk and phone coverage, sign-in management, office information/guidance, correspondence development, document formatting and editing, routing management, calendar updating, room and phone line assignments, meeting arrangements including room setup, telecom assignments, annual and sick leave tracking).
  • Provided support as Front Office Lead and ensured continuous operations.
  • Provided administrative expertise and calendar maintenance to PM, DPM and program staff.
  • Increased identification and closure of administrative process gaps; increases operation standardization.
  • Provided Document/Knowledge Management (assigns document id numbers, analyzes uploads and organizes file structures in HPE).
  • Provided standard document management practices and enabled configuration management.
  • Formatted, serialized and populated documents into HPE.
  • Processed visit requests in JPAS and through our SSO office, both secret and TS/SCI.
  • Verified clearances in JPAS for SIPR and building access for outside escorted guests.
  • Programmed and removed CAC card for OT28 door and/or SIPR room access.
  • Submitted and tracked facilities requests in SWIMS.
  • Retrieved and uploaded all incoming CDRLs into HPE.
  • Drafted appropriate CDRL correspondence by direction.
  • Booked all travel for the PM and DPM in DTS.
  • Consolidated travel expenses and processed travel vouchers for review and approval for payment of travel expenses.
  • Collected and delivered burn bags for OTC data destruction.
  • Handled and timely delivered all accountable mail as the designated mail orderly for PMW 146.
  • Verified, as PMW 146 primary timekeeper, that all time and attendance was recorded by each civilian in ERP.
  • Maintained all documents needed to verify any leave taken including sick leave, annual leave and jury duty.
  • Maintained and accounted for supply inventory and necessity.
  • Continuous office sign maintenance and updates (i.e Cubicle and office changes, parking reservation, party flyers).
  • Controlled and maintained all office and furniture keys.
  • Maintained and verified daily muster.
  • Responsible for daily opening and closing of SIPR room, as well as maintenance and updating of SIPR room roster.
  • Migrated all documents from PMT to HPT.
  • VPSI
  • Coordinated, developed, tracked and managed data collection, collation and project spreadsheets (i.e
  • Monthly Status Reviews, Monthly Travel Cost Projections, MUOS SE weekly and monthly meetings, meeting minutes and agendas, etc.)
  • Scheduled, managed, planned and supported conferences, conference line reservations, meeting minutes, meeting room reservations, and WebEx hosting.
  • Identified and managed the product baseline, including program plans, throughout the program's lifecycle.
  • Worked with the program team to identify configuration items and other program materials to be controlled.
  • Created, managed, tracked, consolidated and populated all contract artifacts and deliverables on appropriate SharePoint Portals.
  • Requested, collected and submitted travel requirements for government approval.
  • Booked all travel for contract requirements.
  • Conducted regularly scheduled and as needed baseline and self-audits.
  • Reviewed and provided comments on technical proposal and presentation drafts.
  • Created and updated records and files to maintain document compliance.

ANALYST/DOCUMENT IMAGING QA/QC DATA ENTRY CLERK

GOVERNMENT CONTRACTOR, Brace Management Group
05.2011 - 12.2011
  • Operated office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers
  • Managed Government databases.
  • Processed high volume of contractual documents.
  • Manipulated documents for data entry processing, imaging and WebX upload.
  • Intensive client relationship for Navy contract documents.
  • QA/QC with funding documents and intensive spreadsheets.
  • Organized, researched and prioritized urgent data requests for Government Clients.
  • Organized and maintained file systems (paper and electronic), files correspondence, and other records.

DATA ENTRY SPECIALIST/CLIENT RELATIONS

LPS Applied Analytics
12.2003 - 05.2011
  • Compiled, sorted and verified the accuracy of data before it is entered
  • Monitored processes to ensure proper functioning and productivity
  • Updated orders and client information via client portals and heavy data entry
  • Validated, prepared, uploaded and sent client data sets into HOPS processing system
  • Coordinated/Monitored order workflow
  • Assisted managers and team with data entry/daily workflow/tasks
  • Handled Business communication
  • Verified orders through bulk wizard
  • Accumulated, QC, formatted and delivered results to clients (Spreadsheet Format)
  • Coordinated large and frequent orders of field products with outside Vendors
  • Processed client orders through HOPS and Bulk wizards
  • Monitored and uploaded natural disaster information into HOPS
  • Front desk duties included but not limited to answering phones, distributing mail, data entry, customer service/client relations
  • Handled high volume phone calls & email communications
  • Provided professional client assistance on all products
  • Completed data entry tasks with accuracy and efficiency.
  • Maintained files, records and chronologies of entry activities.

EXECUTIVE ADMINISTRATIVE ASSISTANT/DATA ENTRY SPECIALIST

Chicago Title Escrow
04.2001 - 12.2003
  • Handled 24 line switchboard directing them to appropriate person
  • Skilled at meeting logistics
  • Opened and distributed all mail
  • Created and managed all file folders for escrows, vendors and clients
  • Greeted, assisted and directed visitors and clients
  • Clerical, scheduling and word processing/data entry for escrow officers
  • Attended meetings to record minutes.

TRANSCRIPTIONIST/FRONT OFFICE LEAD/DATA ENTRY SPECIALIST

Thota & Koka Inc
06.1997 - 04.2001
  • Transcribed dictation for a variety of medical reports, such as patient histories, physical examinations, emergency room visits, operations, chart reviews, consultation, or discharge summaries
  • Reviewed and edited transcribed reports or dictated material for spelling, grammar, clarity, consistency, and proper medical terminology
  • Distinguished between homonyms and recognize inconsistencies and mistakes in medical terms, referring to dictionaries, drug references, and other sources on anatomy, physiology, and medicine
  • Returned dictated reports in printed or electronic form for physician's review, signature, and corrections and for inclusion in patients' medical records
  • Took dictation using either shorthand or a stenotype machine, or using headsets and transcribing machines; then convert dictated materials or rough notes to written form
  • Performed data entry and data retrieval services, providing data for inclusion in medical records and for transmission to physicians
  • Set up and maintained medical files and databases, including records such as x-ray, lab, and procedure reports, medical histories, diagnostic workups, admission and discharge summaries, and clinical resumes
  • Received patients, scheduled appointments, and maintained patient records
  • Received and screened telephone calls and visitors
  • Opened and distributed all mail
  • Created and managed all file folders for patient
  • Greeted, assisted and directed visitors and clients
  • Clerical, scheduling and word processing/data entry for both doctors

Education

Associate of Arts -

GROSSMONT COLLEGE

High School Diploma -

WEST HILLS HIGH SCHOOL

Skills

  • Naval Correspondence
  • Advanced MS Office Suite Proficiency
  • Administrative Support Specialist/Office Administration
  • Interpersonal Communications
  • Project Management
  • Information Confidentiality
  • Executive Support
  • Travel Arrangement Coordination
  • Correspondence and Memos
  • Master Calender Management
  • Office Supplies and Inventory
  • Event Coordination

Certification

- Defense Acquisition University – - ACQ 1010 Fundamentals of Systems - Acquisition Management -CDRL Tool for Admin/Owner New Users -NAVWAR PMT New User -Acquisition Fraud: The Department of Navy’s Prevention Detection and Response -Agile 101 -Kanban 101

Timeline

EXECUTIVE ASSISTANT

GOVERNMENT CONTRACTOR - PEO DIGITAL | ASRC Federal
06.2019 - Current

FRONT OFFICE LEAD/FRONT OFFICE , LEAD/FRONT OFFICE ADMINISTRATIVE, LEAD/Document Control Manager

GOVERNMENT CONTRACTOR - Vector Planning & Services
12.2013 - 06.2019

ANALYST/DOCUMENT IMAGING QA/QC DATA ENTRY CLERK

GOVERNMENT CONTRACTOR, Brace Management Group
05.2011 - 12.2011

DATA ENTRY SPECIALIST/CLIENT RELATIONS

LPS Applied Analytics
12.2003 - 05.2011

EXECUTIVE ADMINISTRATIVE ASSISTANT/DATA ENTRY SPECIALIST

Chicago Title Escrow
04.2001 - 12.2003

TRANSCRIPTIONIST/FRONT OFFICE LEAD/DATA ENTRY SPECIALIST

Thota & Koka Inc
06.1997 - 04.2001

Associate of Arts -

GROSSMONT COLLEGE

High School Diploma -

WEST HILLS HIGH SCHOOL

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Jamie Callo