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Administrative Assistant Manager

Sunnyvale, California, United States
August 29, 2017

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Guadalupe Leiva Escareno

408-***-**** (cell)

Sunnyvale, CA


To effectively use extensive skills and experience to contribute to a company’s day-to-day operations in a Recruiter capacity.

Summary of Qualifications

Bilingual, fluent in English and Spanish

Ability to take initiative with strong interpersonal skills and to work effectively as part of a team.

Great research and analytical problem solving skills for more effective recruitment management.

Strong organizational and time management skills with applicant scheduling and onboarding.

3 years Full-Cycle Recruiting expertise and thinking outside the box extraordinaire.

3 years recruiting University candidates.

Excellent marketing and client relationship building skills for smoother recruitment efforts

Relevant Coursework

Compensation and Benefits

Employment Law

ATS/HRIS (ADP Vantage)

Human Resource Management

Labor Relations


Strategic Staffing/Recruiting

Training and Development

Professional Experience

U.S. Security Associates, San Jose, CA

HR Generalist/Corporate Recruiter (Security Industry) (Temp) 05/2017-Present

Generate a high-volume pipeline of candidates (20 +) under very tight timelines to deliver upon both immediate and strategic long-term talent needs.

Responsible for creating and maintaining job postings and necessary updates that are needed within the Applicant Tracking System.

Post openings, source candidates and manage workflow on external job sites in addition to various resources.

Conduct phone screen to pre-qualify candidates; conduct in-person interviews to qualified candidates within the framework of the position specifications.

Monitor and communicate with on a daily basis all applicants that apply to security positions, review candidates and move qualified candidates forward in the process.

Maintain detailed records of recruiting efforts for weekly Recruiting Call.

Attend career fairs, and find creative ways to source candidates outside of the online applicant pool by creating ideas to attract new candidates by calling outside agencies and partnering with vocational programs.

Implement new processes and fine-tune standard processes for candidate sourcing by utilizing Indeed, LinkedIn, Zip recruiter, Craigslist, etc.

Corovan, San Jose, CA

HR Generalist/Corporate Recruiter (Moving and storage Industry) 10/2016-05/2017

Screened and process 20 + applicants/requisitions a day for blue collar, IT techs, administrative, accounting and management positions.

Scheduled phone screens and in person interviews with hiring managers by sending a calendar invite and confirming with candidate.

Worked with hiring managers on hiring strategy and set up meetings to evaluate progress and how we can improve our process for the best quality candidates.

Reached out to outside organizations to gain a larger candidate pool through Google search or word of mouth.

Think outside the box for other recruitment strategies we can use to gain a larger candidate pool on a daily basis by searching through Google and word of mouth.

Utilized search engines such as Twitter, Facebook, Instagram and other social media platforms.

Posted job ads on Indeed, Cal Jobs, Applicant Tracking System (Workforce Ready) and other sites as appropriate.

Coordinated and participate in recruiting events such as job fairs, college career fairs and etc.

Maintained applicant logs through Applicant Tracking System and Excel Spreadsheets of progress and how many applicants we have coming in the office to apply.

Conducted new hire orientation by processing new hire paperwork – ex I-9s, policies and procedures.

Edited job descriptions as necessary through manager request to make job more marketable.

HR Generalist/Corporate Recruiter (GCA Services Group) (Janitorial Industry) 03/2015-10/2016

Create announcements for open job positions; post announcements online on company website and major job posting websites such as CareerBuilder, Monster, Indeed and Craigslist to attract interested candidates.

Source for candidates on Indeed, Cal Jobs, Craigslist, Zip recruiter and other major job boards.

Management of full-cycle recruiting process for roles across the entire organization with a focus on non-technical roles.

Partner with the HR team members to ensure a smooth handoff from offer acceptance to new hire onboarding

Address questions from public, employees, and outside agencies regarding current employment opportunities and application status.

Interview prospective candidates to assess qualifications and capabilities; guide candidates through application process, score written exams, and notify candidates of results.

Schedule and Recruit talent from various job fair events. Follow up right after job fair and provide company info.

Take initiative to develop job descriptions with hiring managers by understanding required skills and background, the impact on the role, and the ideal fit to the team and organization

Partner with hiring managers and recruiters to generate competitive offer letters

Partner closely with schedulers, hiring managers and recruiters on daily and one-off recruiting needs

Yoh, A Day & Zimmermann Company, San Mateo, CA (Staffing Industry)

Program Coordinator/HR Representative/Recruiter (Sony PlayStation) (High-Tech Industry) (Full-Time) 03/2014-1/2015

Work on-site at Sony PlayStation with contract staff and serve as the first line of communication for contractor administration & compliance including educating contractors on Yoh/Client HR policies/procedures

Work with clients & contingent workers to ensure that the timecard approval process is compliant weekly.

Partner with the HR team members to ensure a smooth handoff from offer acceptance to new hire onboarding

Manage the customer and contractor data including providing reports to the client and Program Manager

Assist Program Manager with on-boarding the contingent workforce by providing proper paperwork

Coordinate travel arrangements for contingent workers and management personnel

Manage expense reports and upload into IQNavigator on a weekly basis

Maintain contract compliance within the Length of Service & Break in Service program

Data enter contingent worker information into IQNavigator, SharePoint, and SAP

Assist the Program Director with projects and requests as necessary

West Valley Staffing, Sunnyvale, CA (Contract)

Administrative Assistant (SanDisk Inc.) (High-Tech Industry) 08/2013-09/2013

Assisted a Sr. Staff Compensation Analyst in a complex PowerPoint Project for VP and SVP staff to analyze pay grade increases, performance reviews and other relevant data.

Utilized JMP software to run employee compensation statistical data from Excel spreadsheet and review data on a daily basis.

Composed training instructions on Microsoft Word for JMP software for all staff members.

Office Team, San Jose, CA (Contract) 05/2012-06/2012

Sales Administrative Assistant (Bisco Industries) (Electronic Industry)

Assisted five sales reps in following up on client orders also photocopied, faxed, and scanned documents.

Responsible for making high-volume calls to vendors to obtain initial quotes and answered internal/external phone calls as needed. Followed up with vendors and managers on part status and delivery dates by email and fax.

Ultimate Staffing Services, San Jose, CA (Temporary) 09/2011-03/2012

Service Sales Administrative Assistant (Air Systems) (HVAC Industry)

Assisted Sales Manager/Sales Representatives with administrative requests, contracts, Sales Force Reports, email correspondence, Marketing Cube Materials, etc.

Collected timecards from sales and service team on a daily basis and manage schedules by Lotus Notes Calendar.

Scheduled interviews with candidates on a daily basis.

Updated department spreadsheets with sales numbers, equipment lists, and pricing matrixes.

HR Generalist/Recruiter/Office Manager (Pacific Maintenance) (Janitorial Company)

Managed administrative staff and ensured a positive business environment. Responsible for office staffs where about to ensure each department is staffed accordingly on a daily basis

Processed corporate payroll on Win-Team system for 50+ employees. Reviewed all sick and vacation requests to ensure employees had enough time available.

Involved in interpreting on Labor Relations and Workers Comp matters.

Assisted in on-boarding of all candidates and provided them with proper paperwork

Involved in full-cycle recruiting for various positions and for various individuals in organization.

Oversaw Workers Compensation and Unemployment Claims.

Conducted background checks for employees and contractors.

Scheduled interviews for candidates on a daily basis.

Assisted VP and COO in preparing bids and delegated tasks to various departments

County of San Mateo, Redwood City, CA (Government Agency) (Extra Help) 11/2009-09/2011

Lead HR Office Assistant (Human Resource Department)

Executive Assistant (Board of Supervisors)

Facilities Office (Public Works Department)

Verified and checked-in documents to the County's Electronic Document Management System

Provided information and resolved complaints using judgment and interpretation of applicable policies and procedures

Reviewed finished materials for completeness accuracy, format, compliance with policies and procedures, and appropriate English usage

Created and designed formats for correspondence, spreadsheets and other high priority documents

Audited I-9 paperwork for completeness and accuracy

Office Team, San Mateo, CA

Contract Assignments 01/2009 – 11/2009

Recruiting Coordinator/Administrative Assistant/ Events Coordinator

Exponent, Menlo Park, CA (High-Tech Industry) (04/09-11/09)

Genencore, Palo, Alto, CA (High-Tech Industry)

Project Sentinel, Palo Alto, CA (Non-Profit) (01/09 to 04/09)

Assisted two recruiting managers in large-scale data entry project by imputing employee resume information and references into HRIS (VURV) system

Prioritized work by data entering and scanning high priority candidate resumes onto HRIS (VURV) database on an hourly basis

Supported HR personnel with employee-related correspondence e.g. recognition awards, compiling new hire orientation material, and filed highly confidential employee paperwork

Answered multi-line phone system and routed patrons to proper party

Conducted general office duties such as, answering phones, filing, incoming mail, data recording, activity report writing, and attendance of meetings

Assisted staff with special event planning, creating invitations, flyers, and brochures.

Recruited fair housing testers and conduct quarterly trainings

Coordinated travel arrangements for event guests and assist in special projects as needed

Stanford University Bookstore, Stanford, CA (Retail Industry) (Higher Education) 05/2006 to 10/2008

HR Generalist/Administrative Assistant/Customer Service Manager/Event Coordinator

Coordinated on boarding and off boarding of employees on a daily basis

Created and distributed employment-related correspondence; e.g., applications, forms, offer letters, and orientation materials.

Audited I-9 and W-4 forms for completeness

Conducted candidate screening, including resume reviewing/sorting, candidate assessments and reference checks

Involved in full life cycle recruiting for full-time, part-time, and temporary positions for twenty managers

Helped employees with LOA and Workers Compensation issues as they arose

Continuously recruit from university population by onsite events and talk to students on school premises.

Processed payroll for 50+ employees in Office Administration/ADP Database.

Provided confidential administrative support for three directors, twenty managers and VP management

Maintained HRIS (Office Administration) by inputting new hires and terminations into system

Assisted employees with benefit enrollment and inquiries on insurance coverage

Allied Barton, San Jose, CA

Temporary Assignments 03/2002 to 11/2005

Receptionist (Juniper Networks) (High-Tech Industry) Sunnyvale, CA

Transferred internal and external phone calls to correct party

Notify customer of visitor presence

Assisted in special projects as needed

Background Investigation HR Administrative Assistant (VeriSign Inc.), (High-Tech Industry) Mountain View, CA

Initiated background checks for employee and contingent worker applications

Emailed employees on a daily basis on the status of their background applications

Updated Access/Oracle databases

Clinical Data Validation Assistant (Alza Inc.), Mountain View, CA (Pharmaceutical Industry)

Responsible for data entry of clinical data in Data Fax database

Conducted 10% to 100% audits of Pharmacokinetic study of phase 1-3 clinical trials

Mercados Suvianda, San Jose, CA (Retail Industry/Start-up) 01/2008 to 05/2008

Senior Project/Project Manager (Internship)

Provided a planned proposal for a HRMS conversion

Performed a vendor product/cost analysis

Coordinated presentations with ADP/Kronos vendors for product presentations

Suggested pertinent changes to client website to include an apply online feature

Updated client job applications for upload on company website

Supervised project while maintaining continuous contact with client on pending deliverables


Bachelors of Science in Business Administration (Magna Cum Laude) June 2008

Concentration: Human Resource

Devry University, Fremont, CA

GPA: 3.8/4.0

Associate of Applied Science January 2005

Major: Office Administration

Heald College, Milpitas, CA

GPA: 4.0/4.0

Computer Skills

Operating Systems: Microsoft Windows XP/2000/7, Vista, Mac

Type 60 wpm, 10 key

Applications: Microsoft Word, Excel, Outlook (Calendar), Power Point, Publisher, Project, Adobe Acrobat, File Net Workplace, Access 2003/2007/2010, HRIS Systems, Win Team Payroll System, ADP/SAP payroll, ADP Vantage, Liberty Screening Background Checks and

Internet tools: Internet Explorer, Netscape, Google Docs, Gmail, MSN and Yahoo search engines

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