Results oriented Office Manager with over 10 years of experience in both Virtual and in-person Office management roles as an Executive Administrative Assistant, Personal Assistant, Customer service and office Receptionist. Seeking suitable career growth opportunity within Human Resources and Office administration management where I can grow and develop my skills within the Administration profession/practice and apply my passion in HR leadership and development as well as superb organizational and interpersonal skills.
Overview
14
14
years of professional experience
Work History
International Students Office
Aljamea-tus-saifiyah, Nairobi
04.2024 - Current
Increased campus engagement among international students through organizing various events and activities promoting cultural exchange and networking opportunities.
Aided in the creation of an online platform that provided resources, updates, and opportunities for engagement among current and prospective international student mentors.
Helped organize annual events aimed at celebrating the achievements of all international students including graduation ceremonies, cultural showcases, and recognition banquets.
EXECUTIVE ADMINISTRATIVE ASSISTANT
Fellowship Of Christian Councils And Churches In The Great Lakes And Horn Of Africa (FECCLAHA)-N.G.O
06.2023 - 11.2023
Documentation and reporting on the programme activities and meetings
Assisted in the development of presentations, effectively conveying crucial information to stakeholders.
Supported human resources initiatives by coordinating interviews and assisting with new hire orientations.
Managed inventory levels for office supplies, reducing waste while guaranteeing availability when needed.
Screened calls and emails and responded accordingly to support executive correspondence.
Enhanced communication between departments through proactive coordination of meetings and events.
Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Responded to emails and other correspondence to facilitate communication and enhance business processes.
Organized travel arrangements, ensuring smooth transitions for executives during business trips.
Coordinated events and worked on ad hoc projects.
Created and managed office systems to efficiently deal with documentation,Used advanced software to prepare documents, reports, and presentations.
Assisted in event planning efforts, executing successful corporate functions that bolstered brand image and networking opportunities.
Maintained confidentiality when handling sensitive information, protecting company interests and employee privacy.
Gained extensive knowledge in data entry, analysis and reporting.
Resolved problems, improved operations and provided exceptional service.
Developed strong organizational and communication skills through coursework and volunteer activities.
Gained strong leadership skills by managing projects from start to finish.
Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Ensured timely completion of projects by monitoring progress against deadlines, providing updates to executives as needed.
Gathered documents, data, and formulated analytics to prepare issues for discussion and reports for review.
Worked with senior management to initiate new projects and assist in various processes.
Volunteered to help with special projects of varying degrees of complexity.
VIRTUAL EXECUTIVE ASSISTANT
A.C ADVISORY
Nairobi
09.2021 - 08.2023
Prepared PowerPoint and Excel for presentation
Developed and maintained automated alert systems for important deadlines.
Updated and maintained confidential e-databases and records.
Assisted in the development of strategic plans through research, data analysis, and presentation preparation.
Organized and coordinated conferences and monthly meetings.
Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Maintained a professional online presence for executives by managing social media accounts and email correspondence.
Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
Transcribed meeting minutes to support investment director and senior management teams.
Improved efficiency of administrative tasks by implementing organizational systems and automating processes.
Supported executives in decision-making processes with thorough research and data analysis.
Liaised effectively between executives and other departments or external contacts for successful collaboration.
Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Updated spreadsheets and created presentations to support executives and boost team productivity.
Optimized time management for executives by handling travel arrangements and itineraries.
Conducted research and analyzed data to provide detailed reports on various business topics.
Upheld strict schedules by maintaining accurate, balanced calendars and timetables.
Used advanced software to prepare documents, reports, and presentations.
Passionate about learning and committed to continual improvement.
Excellent communication skills, both verbal and written.
Skilled at working independently and collaboratively in a team environment.
Self-motivated, with a strong sense of personal responsibility.
Managed time efficiently in order to complete all tasks within deadlines.
PERSONAL ASSISTANT TO THE VICE CHANCELLOR
MANAGEMENT UNIVERSITY OF AFRICA (MUA)
05.2019 - 11.2020
Provided Secretarial and Administrative support services in Vice-Chancellor's while upholding confidentiality and sensitivity.
Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
Displayed absolute discretion at handling confidential information.
Documented and distributed meeting notes to identify, analyze, and improve workflows.
Experienced with productivity tools such as Slack, Zoom, Google Docs and Sheets, ClickUp and Asana.
Facilitated transportation to and from appointments.
Aided executive in personal tasks such as scheduling appointments or running errands when needed.
Maintained and organized all shared drives, documents and spreadsheets in Google Workspace.
Managed complex calendar coordination across multiple time zones for seamless meeting scheduling.
Provided multifaceted services to professionals by managing mail, scheduling appointments, and other administrative tasks.
Used discretion when handling confidential information.
Coordinated events and functions with attention to detail ensuring successful execution.
Oversaw personal and professional calendars and coordinated appointments for future events.
Attended meetings, took notes and tracked action items.
Participated in team meetings and staff training sessions.
Served as point of contact between visitors and managerial staff.
Supported executive in achieving goals by proactively anticipating needs and addressing concerns promptly.
Increased efficiency in administrative processes by implementing new organizational systems and tools.
Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
Developed and implemented activities to improve clients' quality of life.
Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business.
Updated spreadsheets and created presentations to support executives and boost team productivity.
Responded to emails and other correspondence to facilitate communication and enhance business processes.
Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
Entrusted to handle confidential and sensitive situations in professional matter.
Collaborated in cloud environments such as Trello and Google Workspace.
Managed travel arrangements including flights, accommodations, and itineraries for smooth business trips.
Improved time management of the executive through effective prioritization and organization of tasks.
Assisted in the preparation of presentations and reports, contributing to well-informed decision making.
Streamlined communication for better efficiency between executive and team members by acting as a liaison.
Maintained appropriate filing of personal and professional documentation.
Identified issues, analyzed information and provided solutions to problems.
Exercised leadership capabilities by successfully motivating and inspiring others.
Developed strong communication and organizational skills through working on group projects.
Demonstrated strong organizational and time management skills while managing multiple projects.
Demonstrated creativity and resourcefulness through the development of innovative solutions.
Proven ability to learn quickly and adapt to new situations.
ADMINISTRATIVE ASSISTANT
HEKIMA COLLEGE, CONSTITUENT COLLEGE OF THE CATHOLIC UNIVERSITY OF EASTERN AFRICA
12.2009 - 10.2018
Managed day to day operational and administrative activities of the College by prioritizing incoming requests, updated the principal's diary, paper work and followed up appointments to ensure timely responses.
Maintained a clean and welcoming office environment, fostering positive impressions among clients and visitors alike.
Executed record filing system to improve document organization and management.
Sorted and distributed office mail and recorded incoming shipments for corporate records.
Optimized workflow efficiency by researching and implementing appropriate software tools for various administrative tasks.
Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
Scheduled office meetings and client appointments for staff teams.
Managed filing system, entered data and completed other clerical tasks.
Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Supported executive decision-making by preparing comprehensive reports on office performance metrics.
Assisted coworkers and staff members with special tasks on daily basis.
Identified communication channels to set roadmap to distribute information.
Safeguarded company information by maintaining strict confidentiality in handling sensitive documents and records.
Contributed to cost savings through diligent monitoring of office supplies inventory and placing orders when necessary.
Facilitated timely delivery of special projects to meet organizational and departmental objectives.
Volunteered to help with special projects of varying degrees of complexity.
Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
Expedited invoice processing, ensuring accurate recording of financial transactions in the accounting system.
Restocked supplies and submitted purchase orders to maintain stock levels.
Streamlined new employee onboarding process, reducing ramp-up time for incoming staff members.
Drafted agendas, recorded minutes and generated documents to facilitate meetings.
Offered technical support and troubleshot issues to enhance office productivity.
Managed complex schedules for conference room bookings ensuring that everyone had access to the necessary resources for meetings.
Assisted management with budget preparation, providing detailed data analysis to support informed fiscal decisions.
Responded to inquiries from callers seeking information.
Established administrative work procedures to track staff's daily tasks.
Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
Assisted development and implementation of new administrative procedures.
Recorded and tracked operational expenses to identify and eliminate wasteful spending.
Drafted correspondence and other documents for CEO and department heads in company's voice.
Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
Elevated overall productivity levels through consistent maintenance of electronic filing systems and shared document repositories.
Restocked supplies and placed purchase orders to maintain adequate stock levels.
Reduced errors in documentation by meticulously proofreading and editing written materials.
Liaised between clients and vendors and maintained effective lines of communication.
Managed department budgets and generated financial reports for management review.
Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
Created and updated records and files to maintain document compliance.
Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
Surpassed team goals by partnering with colleagues to implement best practices and protocols.
Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
Facilitated smooth communication between departments, acting as a liaison to ensure prompt resolution of issues.
Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
Aided human resources in recruiting efforts by screening resumes, scheduling interviews, and gathering feedback from hiring managers.
Opened and properly distributed incoming mail to promote quicker response to client inquiries.
Set up conference rooms, technology, and materials to facilitate meetings.
Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
Streamlined office processes by implementing efficient filing and organizational systems.
Created and maintained databases to track and record customer data.
Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
Ensured timely completion of projects with diligent task prioritization, delegation, and followup.
Delivered top-notch administrative support to office staff, promoting excellence in office operations.
Coordinated travel arrangements for executives while adhering to budgetary guidelines and preferences.
Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
Proven ability to learn quickly and adapt to new situations.
Worked well in a team setting, providing support and guidance.
Cultivated interpersonal skills by building positive relationships with others.
Skilled at working independently and collaboratively in a team environment.
Learned and adapted quickly to new technology and software applications.
Developed strong organizational and communication skills through coursework and volunteer activities.
Passionate about learning and committed to continual improvement.
Proven ability to develop and implement creative solutions to complex problems.
Gained strong leadership skills by managing projects from start to finish.
Developed strong communication and organizational skills through working on group projects.
Proved successful working within tight deadlines and a fast-paced environment.
Used critical thinking to break down problems, evaluate solutions and make decisions.
Organized and detail-oriented with a strong work ethic.
Adaptable and proficient in learning new concepts quickly and efficiently.
Demonstrated strong organizational and time management skills while managing multiple projects.
Education
Masters in Leadership and Management -
Management University of Africa (MUA)
Bachelor of Commerce, Marketing Option -
University of Nairobi
Diploma in Human Resource Management -
Kenya Institute of Management (KIM)
Diploma Information Technology -
Jomo Kenyatta University of Agriculture & Technology (JKUAT)
Kenya Certificate of Secondary Education -
Suneka Secondary School
Diploma in Secretarial Studies and Administration -
Valley Business School (City & Guilds)
01.2009
Certificate in Computer Applications -
Institute of Entrepreneurship Development
01.2003
Skills
Planning & Organizing
Excellent Communication Skills, writing, editing, reports preparation
Coordination of Employee Recruitment, Selection & Onboarding Processes
Organizational Skills and Time management abilities
Progress Reporting
Problem-solving abilities
Goal Setting
Student Support/student records management
Attention to Detail
Task Prioritization/time managageent
Interpersonal Communication
Problem-Solving
References
Ms. Jeannette Uwizeye, Executive Director, Fellowship of Christian and Churches in the Great Lakes and Horn of Africa (FECCLAHA), +254 (0) 728 103 562, jeannette@fecclaha.org
Mr. Benson Lelit, Human Resource Manager, Management University of Africa, +254 (0) 768 124 546, blelit@mua.ac.ke
Rev. Maurice Omondi, A.C.K St. Matthew Church Membley, +254 (0) 0711 836 115, moshmaurice@gmail.com
Languages
English
Beginner
A1
Swahili
Beginner
A1
Timeline
International Students Office
Aljamea-tus-saifiyah, Nairobi
04.2024 - Current
EXECUTIVE ADMINISTRATIVE ASSISTANT
Fellowship Of Christian Councils And Churches In The Great Lakes And Horn Of Africa (FECCLAHA)-N.G.O
06.2023 - 11.2023
VIRTUAL EXECUTIVE ASSISTANT
A.C ADVISORY
09.2021 - 08.2023
PERSONAL ASSISTANT TO THE VICE CHANCELLOR
MANAGEMENT UNIVERSITY OF AFRICA (MUA)
05.2019 - 11.2020
ADMINISTRATIVE ASSISTANT
HEKIMA COLLEGE, CONSTITUENT COLLEGE OF THE CATHOLIC UNIVERSITY OF EASTERN AFRICA
12.2009 - 10.2018
Masters in Leadership and Management -
Management University of Africa (MUA)
Bachelor of Commerce, Marketing Option -
University of Nairobi
Diploma in Human Resource Management -
Kenya Institute of Management (KIM)
Diploma Information Technology -
Jomo Kenyatta University of Agriculture & Technology (JKUAT)
Kenya Certificate of Secondary Education -
Suneka Secondary School
Diploma in Secretarial Studies and Administration -
ICT Officer at Aljamea –tus –Saifiyah International School/University, An Indian International SchoolICT Officer at Aljamea –tus –Saifiyah International School/University, An Indian International School