JESSICA NICOLE MALLARI
SAN DIEGO,CA
Summary
Detail-oriented Administrative Manager with a proven track record of enhancing operational efficiency, supporting executive teams, and successfully leading projects to completion. Recognized for exceptional skills in managing high-level communications and fostering collaboration across departments to achieve business goals. Adept at streamlining processes, implementing effective strategies, and ensuring seamless coordination to drive organizational success.
Overview
7
7
years of professional experience
1
1
Certification
Work History
ADMINISTRATIVE MANAGER
HVS Executive Search
05.2023 - Current
- Providing executive assistance to the Chief Executive Officer by managing personal and business travel, business expenses, calendar management, and business development calls to ensure prompt and accurate support for seamless operations
- Supporting the Chief Administrative Officer, 2 Executive Vice Presidents, and 8 Search Consultants with all administrative functions, facilitating their success in achieving targeted goals
- Organizing the annual HVS Executive Search conference in New York overseeing presentation development, team-building activities, and logistics including hotel/travel arrangements and dining reservations
- Managing projects from inception to completion, ensuring all documentation is properly formatted and attached
- Collaborating with IT and cross-functional teams to design and implement a new CRM system, significantly improving user experience and operational efficiency
- Delivering training to team members on data management and the new CRM system, enhancing overall proficiency and data handling
- Producing and managing engaging content for social media, newsletters, and the company website, driving a 30% increase in audience engagement
- Partnering with colleagues to strategize and execute marketing campaigns, successfully enhancing brand awareness and engagement
- Communicating with consultants to request the review and finalization of reports and financials for client delivery
- Reviewing, editing, and formatting project documents for accuracy and professionalism
- Updating HVS Executive Search SharePoint and website to ensure consistency and relevance
- Setting up and managing recurring weekly conference calls with clients and consultants throughout engagements
- Assisting in the preparation of Business Development presentations and compiling company and asset research lists
- Creating Opportunity Profiles and Candidate Summaries; assisting with Weekly Candidate Reports and managing References & NDAs
- Coordinating weekly Team Report Review calls and sending reminders for Administrative Staff Reports
OFFICE ADMINISTRATION ASSISTANT
Patterson Custom Homes
07.2022 - 05.2023
- Preparing and issuing CEO's personal and business checks which are documented in QuickBooks, schedule personal and business travel, and maintain personal and business calendar
- Upload and create job site and closeout binders- Owner Documents, Subcontracts, Billings, Appliance Manuals, Project Documents, Job Card, Permits, Soils Reports, Inspections, etc
- File invoices and unconditional final releases for Project Managers and Controller
- Process change orders for projects due to funding increase/decrease
- Once payment is made invoices and monthly expenses are input into QuickBooks and marked completed
- Collect General Liability Insurance documents and distribute to appropriate project
- Receive confidential mail and checks which are reviewed prior to forwarding to Controller
- Convert handwritten invoices to Excel spreadsheet to track work completed by subcontractor
- Answer, screen and direct all incoming calls
- Use business credit card to order all supplies for office and miscellaneous supplies for the home projects
- Responsible for urgent tasks to obtain necessary project permits needed to execute for house completion
CHAPMAN FUND PHONOTHON CALLER
Chapman Fund
08.2018 - 01.2020
- Serve as an ambassador to Chapman University by establishing an open and engaging line of communication between the university and its supporters
- Assisted in the campaign to raise money for the Chapman Fund that supports student scholarships and most pressing needs of the Chapman community
- Contacted constitutes (alumni, parents, and friends of Chapman) to build rapport, update demographic information, and acquire gifts to the Chapman Fund
- Personal information was protected and secured in accordance with Chapman University Privacy Policy
- Exceeded fundraising needs of $10,000
PROGRAM DIRECTOR/FRONT DESK ADMINISTRATOR
Aspire Martial Arts
10.2017 - 10.2018
- Briefed potential customers on various Tae Kwon Do programs and pricing packages
- Established memberships and payment schedule in Mindbody and Sparkmind software systems
- Daily and weekly profit and loss reports were generated for owner's review
- Organize and purchase new merchandise for students/customers
- Network with schools and businesses to promote interest in Aspire Martial Arts
- Assisted customers and clients with any questions or concerns
- Enhanced the company's reputation through social media exposure and other public relations work
PACKAGE HANDLER AND FRONT DESK ASSOCIATE
Postal Annex
10.2017 - 10.2018
- Assisted customers in shipping and mailing through PostalMate through various vendors (USPS, UPS, FedEx, Amazon, and DHL)
- Processed payment through cash, credit card or debit card
- Responsible for 500 mailboxes ensuring timely payments or mailboxes are terminated
- Responsible for opening and closing register ensuring receipts and payments are balanced
- Responsible for daily financial institution deposit
- Answered phones to respond to customer inquiries and transfer calls to appropriate staff members
Education
Bachelor of Science - Business Administration, Emphasis in Finance
Chapman University
Orange, CASkills
- Executive Administrative Skills
- Program & Project Management
- Staff Management
- Office Administration
- Data Entry
- Call center operations
- Office 365
- G-Suite
- Cash and payment processing
- Intermediate Spanish Speaking
- QuickBooks
Certification
- Completed training on 'Learning How to use QuickBooks 101'
- Performed volunteer work for San Diego and Orange County Food Bank
- Black Belt Certified in Taekwondo in 2014. Assisted instructors and taught lower ranking students
Timeline
ADMINISTRATIVE MANAGER
HVS Executive Search
05.2023 - Current
OFFICE ADMINISTRATION ASSISTANT
Patterson Custom Homes
07.2022 - 05.2023
CHAPMAN FUND PHONOTHON CALLER
Chapman Fund
08.2018 - 01.2020
PROGRAM DIRECTOR/FRONT DESK ADMINISTRATOR
Aspire Martial Arts
10.2017 - 10.2018
PACKAGE HANDLER AND FRONT DESK ASSOCIATE
Postal Annex
10.2017 - 10.2018
Bachelor of Science - Business Administration, Emphasis in Finance
Chapman University
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