Celia San Nicolas
Murrieta,USA
Summary
Dynamic Executive Assistant with strong expertise in HR policies and administrative support. Enhances operational efficiency through data analysis and relationship building, driving recruitment initiatives and ensuring compliance. Bilingual communicator dedicated to supporting diverse teams and achieving organizational objectives, while specializing in event coordination to boost employee engagement.
Overview
9
9
years of professional experience
1
1
Certification
Work History
Executive Assistant Faculty Affairs
California State University
Long Beach, USA
01.2024 - Current
- Provides high-level executive administrative support to the Associate Vice President, Assistant Vice President, and Director of Faculty Affairs, including complex calendaring, confidential communications, and cross-departmental coordination
- Function as the main liaison and primary contact for Faculty Affairs, facilitating communication with campus leadership, departments, and external agencies
- Acts as first point of contact for Employee and Labor Relations matters, providing guidance on Medical and Parental Leaves, ADA accommodations, and conflict resolution support
- Manages departmental financial operations including monthly reporting, Purchasing Card reconciliation, invoice processing, travel requests, reimbursements, and vendor purchasing
- Oversees end-to-end travel coordination and procurement processes, ensuring compliance with campus policies and procedures
- Supports recruitment, onboarding, and employee administration by managing job postings, conducting pre-screening and initial interviews, verifying I-9 documentation, and maintaining personnel files and background checks.
- Plans and executed departmental and campus-wide programs and events, overseeing logistics, registration, communications, AV coordination, and on-site support to ensure successful outcomes.
- Creates and analyzes MS Forms and Qualtrics surveys to support registration, assessment, and year-end reporting
- Drafted and maintained internal documents, reports, presentations, and web content using Excel, Word, PowerPoint, and Drupal.
- Functioned as departmental timekeeper and project coordinator, entered payroll data, tracked approvals, monitored shared inboxes, and submitted IT and Facilities requests.
- Maintains knowledge of CSU collective bargaining agreements and policies, ensuring compliance and providing informed guidance on related matters.
- Led the transition from paper-based records to structured electronic filing systems, improving accessibility, accuracy, and compliance with CSU record-retention standards.
- Designed and implemented DocuSign workflows for departmental forms and approvals, supporting successful rollout across multiple Faculty Affairs initiatives and improving processing efficiency.
Human Resources Generalist
LIFE Non - Profit
Anaheim, USA
08.2016 - 11.2021
- Screened and interviewed potential applicants, guiding them through hiring and onboarding processes to facilitate successful role transitions
- Acted as the primary point of contact for employee HR-related inquiries, providing timely and supportive communication to improve employee experience.
- Managed a broad range of administrative functions for the President & CEO, including calendar management, expense reporting, and prioritization of daily operations
- Coordinated complex domestic and/or business travel, preparing detailed itineraries, agendas, and logistics for the President & CEO
- Acted as a liaison on behalf of the President & CEO, communicating initiatives and handling sensitive matters with staff professionally and discreetly
- Researched, evaluated, and prioritized issues directed to the President & CEO, determining appropriate actions and responses
- Facilitated communication between the President & CEO’s office and internal departments to promote collaboration, trust, and organizational alignment
- Planned and executed internal and external events, managing logistics including catering, décor, and transportation to achieve successful outcomes
Human Resource Talent Acquisition Specialist
Capital Group
Irvine, USA
10.2020 - 10.2021
- Promoted from Executive Administrative Assistant to HR Generalist in recognition of expanded HR responsibilities and demonstrated leadership; retained full executive support duties while assuming primary responsibility for employee relations, recruitment support, HR compliance, and personnel administration.
- Screened resumes and managed candidate progression throughout full recruitment lifecycle to ensure timely hiring
- Posted jobs and managed advertising campaigns to source qualified candidates
- Coordinated approximately 90% of interviews, prioritizing candidate experience, supporting diversity and inclusion, and demonstrating flexibility in a fast-paced environment
- Managed applicant tracking system (ATS) to update candidate statuses, maintain accurate records, and facilitate all candidate communications
- Supported onboarding and orientation by partnering with recruiters, hiring managers, and HR to ensure smooth transitions from candidate to new hire, including sending necessary paperwork prior to start dates
- Ensured compliance with employment laws and regulations during recruitment and documentation processes to mitigate legal risks
- Delivered exceptional customer service, ensuring positive candidate and client experiences throughout the recruitment process
- Participated in employer branding initiatives and recruitment-related events
- Suggested and implemented process improvements to enhance recruitment efficiency and effectiveness, collaborating with hiring managers and department leaders to meet staffing priorities
- Managed multiple projects simultaneously, demonstrating strong multitasking and organizational skills
- Provided interview coordination support for 3–4 executives
- Performed clerical and administrative tasks accurately and efficiently to support daily HR and operational activities
Skills
- HR policies and procedures
- Bilingual communication
- Office software proficiency
- Team leadership
- Data analysis and reporting
- Event coordination
- Web content management
- Social media management
- Technical troubleshooting
- Problem solving
Certification
• Best of The Beach, Awarded by the President at California State University, Long Beach, 2024 and 2025
References
- Chris Tran, California Highway Patrol Officer, 559.283.2353
- Malcolm Finney, Asst. VP Faculty Center, California State University, 562.716.2625
- Jazmin Willis, Faculty Recruitment and Hiring Coordinator, Cal Polytechnic University, 909.477.1935
- Bernice Che, Paralegal Davidovich Stone Law Group, 562.394.8388
- Catherine Light, Talent Acquisition Analyst Faculty Affairs, California State University, 562.235.2296
- Leslie Owens, Executive Analyst, University of California Los Angeles, 714.598.9191
Languages
Spanish
Native/ Bilingual
Timeline
Executive Assistant Faculty Affairs
California State University
01.2024 - Current
Human Resource Talent Acquisition Specialist
Capital Group
10.2020 - 10.2021
Human Resources Generalist
LIFE Non - Profit
08.2016 - 11.2021