Jessica Caldwell
San Juan Capistrano
Summary
Self-motivated Senior Administrative Assistant with deliberation in providing organization to chaotic workloads. Fast-paced organizer of strategic data known for effortless coordination of back and front end specifics to help high-level operations run as smoothly as possible. Exceptional written and verbal communicator known for concise language and thoughtful conveyance of information between proper channels. Looking to continue to provide support to students outside of the classroom so the student may continue to be successful in the classroom.
Overview
11
11
years of professional experience
Work History
Senior Administrative Assistant
Saddleback College
07.2023 - Current
- Delivered top-notch administrative support to office staff, faculty, and management promoting excellence in office operations.
- Processed all requisitions, purchase orders, spend authorization, expense reports, contracts, and payroll for the Kinesiology and Athletics Division.
- Served as a reliable point of contact for both internal and external stakeholders, demonstrating strong problem-solving skills to address any issues that arose.
- Supported project teams in achieving their goals through proactive assistance with research, data analysis, and report preparation.
- Handled confidential and sensitive information with discretion and tact.
- Responsibilities includes analyzing problems, identify alternative solutions, implementing
recommendations in support of goals of the Kinesiology and Athletics Division. - Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Senior Administrative Assistant
Saddleback College
07.2018 - 07.2023
- Delivered top-notch administrative support to office staff, promoting excellence in office operations
- Responsibilities includes analyzing problems, identify alternative solutions, implementing recommendations in support of goals of the Disabled Students Programs and Services as well as the goals of our division
- Provide support to student needs and actively look for resolution to student concerns
- Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a positive manner to maintain high staff morale
- Proficient in Workday, Jaggaer, Tidemark, and all Microsoft Office programs
- Prepare and maintain all budgets and state fiscal reports
- Assist with the hiring of all new employees following district processes and coordinated trainings for new team members, overseeing onboarding details
- Ability to adapt to changing pressing issues and work under steady pressure with frequent interruptions
- Ability to work independently and effectively in the absence of supervision
- Ability to oversee and assist with coordination of all team members.
Outreach Assistant
Saddleback College
03.2018 - 07.2018
- Responsibilities include general administrative, secretarial, and clerical assistance in support of departmental programs and functions
- Responsible for operation of a central switchboard for the college providing information and assistance to students, faculty, staff, and the general public
- Perform a wide range of highly responsible and specialized duties related to participating in the planning, development, and implementation of the operations and activities of outreach efforts
- Maintain Outreach calendar and provide data and tracking updates to management
- Provide outreach presentations to various partnerships
- Provided direction and supervision to student workers.
Senior Administrative Assistant Substitute
Saddleback College
08.2017 - 03.2018
- Responsibilities includes analyzing problems, identify alternative solutions, implement recommendations in support of goals of EOPS and division
- Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a positive manner to maintain high staff morale
- Assisting with the hiring of all new employees through district processes
- Ability to operate all office equipment including computers and supporting programs such as Microsoft Office Suite, Workday, Tidemark, and SARS
- Exhibiting good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations while working with varied racial, ethnic, cultural students, staff and the public.
Senior Administrative Assistant
Adelanto Group Incorporated
06.2013 - 01.2018
- Delivered top-notch administrative support to office staff, promoting excellence in office operations
- Responsibilities include screening calls; managing calendars; confidential correspondence; making travel, meeting and event arrangements; preparing reports and financial data utilizing various software programs
- Ability to operate all office equipment including supporting programs
- Created and updated physical records and digital files to maintain current, accurate and compliant documentation
- Assisted supervisory staff with management of complex calendars and to-do lists to support organization and productivity.
Outreach Assistant Substitute
Saddleback College
11.2016 - 08.2017
- Responsibilities include general administrative, secretarial, and clerical assistance in support of departmental programs and functions
- Responsible for operation of a central switchboard for the college providing information and assistance to students, faculty, staff, and the general public
- Perform a wide range of highly responsible and specialized duties related to participating in the planning, development, and implementation of the operations and activities of outreach efforts
- Maintain Outreach calendar and provide data and tracking updates to management
- Provide outreach presentations to various partnerships
- Provided direction and supervision to student workers.
Education
Associates of Arts - Communication Skills
Saddleback College
Mission Viejo, CA05.2023
Skills
- Strong Organizational Skills
- Active Listening Skills
- Strong Communication Skills
- Advanced MS Office Suit Knowledge
- Strong Collaboration Skills
- Strong Problem-solving Skills
- Time Management
- Excellent Interpersonal Skills
- Confidentiality and Discretion
References
- Dan Clauss- Dean of Kinesiology and Athletics, (949)582-4645
- Darline Arroyo- Disabled Students Program Specialist, (949)582-4494
- Jennifer Kelly- Administrative Assistant, (949)582-4547
Timeline
Senior Administrative Assistant
Saddleback College
07.2023 - Current
Senior Administrative Assistant
Saddleback College
07.2018 - 07.2023
Outreach Assistant
Saddleback College
03.2018 - 07.2018
Senior Administrative Assistant Substitute
Saddleback College
08.2017 - 03.2018
Outreach Assistant Substitute
Saddleback College
11.2016 - 08.2017
Senior Administrative Assistant
Adelanto Group Incorporated
06.2013 - 01.2018
Associates of Arts - Communication Skills
Saddleback College
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