Esther Mudibo Baraza
Nairobi
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
14
14
years of professional experience
Work History
Administrative Assistant
PAC Institute of Technology and Social Studies & School of Humanities and Social Sciences
10.2023 - Current
- Providing administrative support in the preparation of academic reports, workload and teaching allocation reports, examination reports, and course projection reports
- Offering administrative assistance in the facilitation of meetings, school board meetings, exam moderation meetings, grade moderation
- Taking minutes at the school board and Academic meetings
- Scheduling Dean's appointments and handling communication on her behalf when necessary
- Organizing Dean's meeting, booking appropriate meeting rooms, and handling other logistics
- Typing and printing students' letters and correspondents i.e Students' attachment letters
- Preparing contract Letters for PAC Institute instructors and students
- Facilitating smooth running of external exams
- Unit Registration for students
- Creating calendar of events for PAC Institute
- Preparing Exam timetable
- Performing unit allocation for the academic year
- Providing administrative assistance to Pac Institute for both instructors and students
Life Skill Coach
OFAFA Jericho Boys High School
09.2023 - Current
- Topics covered:
- Mindset
- Goal setting
- Reasons why students don't achieve their full potential
- Power of vision
- Sexuality
Administrative Assistant
Transformational Church Leadership/Youth Development Department Pan Africa Christian University
10.2015 - 09.2023
- Customer service office
- Responding to emails and phone calls
- Marketing and recruitment of students
- Unit registration for both new and continuing students
- Class lists and attendance sheet preparation
- Processing students' admissions
- Exams preparations and assigning invigilators
- Minute writing
- Events planning
Volunteer
House of Confidence
09.2022 - 10.2022
- Assisted with various other tasks and events organized by the NGO, including planning and logistics, to ensure the smooth running of programs and initiatives
- Coordinated and participated in feeding programs to provide nutritious meals to children within the Korokocho slum, ensuring that every child received adequate food and fostering a sense of community among participants
- Assisted in the collection, sorting, and distribution of donated clothes to children and families in need, helping to meet their basic needs and improve their quality of life
- Led Bible study sessions for children, sharing teachings and stories to nurture their spiritual growth, instill positive values, and build a supportive and faith-based environment
- Built relationships with children and their families to better understand their needs and challenges, providing support, encouragement, and a listening ear to foster trust and community bonds
Receptionist
Africa International University
08.2011 - 04.2015
- Ensured cleanliness of the reception area
- Received and forwarded phone calls
- Responded to emails
- Received and recorded electricity bills
- Prepared purchase requisition forms
- Planned events
- Welcomed and directed visitors to appropriate destinations
- Received and delivered letters
Intern Communication and Admin
Living Water Service Centre Karen
07.2014 - 09.2014
- Took minutes and prepared monthly departmental reports
- Prepared monthly expense reports
- Planned events
- Prepared International Travel documents for the board of directors and CEO
- Prepared PowerPoint presentations for the national director
Marketing Intern
Africa International University
08.2012 - 04.2013
- Sales and Marketing
- Participated in brainstorming sessions, contributing fresh ideas that led to innovative marketing initiatives
- Conducted market research to identify target audiences and optimize marketing efforts
- Assisted in the planning and execution of successful product launch events
- Researched competitor trends and interpreted findings to report conclusions to supervisors
Education
Masters of Art - Children and Youth Ministry
02.2025
ongoing
Certificate - Psychometric Test Administrator
10.2023
Certificate - Customer Service
10.2018
Bachelor's degree - Business Administration
12.2015
Kenya Certificate of Secondary Education -
11.2010
Kenya Certificate of Primary Education -
11.2006
Skills
- Excellent written and verbal communication skills
- Excellent Marketing skills
- Excellent Presentation skills
- Event management expertise
- Strong administrative skills
- Proficient in Phone etiquette
- Customer service management
- Analytical and problem-solving skills
- Proficiency in Microsoft Office
- Good interpersonal and group communication skills
- Excellent Planning and logistics skills
- Computer skills
- Microsoft Excel
- Data entry
- Microsoft Word
- Office management
- Clerical support
Accomplishments
- As an admin in the School of Humanities and Social Studies, I was the first point of contact for all internal and external communications with executive-level officers on behalf of the Dean.
- Scheduling - Communicated with prospective students through phone, email and in person to schedule appointments and answer inquiries on university programs, Seminars, conferences and short course training.
- Data Entry - Reviewed and updated students' correspondence files and Course allocations for Lecturers per semester on ERP.
- Fee Payments - Contacted students for unpaid fees and performed friendly follow-ups to ensure proper payments were made according to payment schedule.
- Adjunct Payments - Contacted Adjunct Lecturers at PAC Institute and School of Humanities for submission of payment claims before deadlines and performed friendly follow-ups with the finance department to ensure proper payments were made according to contracts.
- Inventory Management - Managed inventory and office budgeting for supplies for PAC Institute and the Transformational Church Leadership departments.
- Awarded "Employee of the Year 2019" for delivering outstanding administrative support.
- Responded to over two hundred customer inquiries each day at the Transformational Church Leadership department and at the Recruitment Centre PAC University.
- Coordinated over two hundred and fifty learning centres in Nairobi, Kisumu and the Coastal region resulting in increased student numbers in the Transformational Church Leadership Department, PAC University.
- Travel Planning - Booked domestic and international travel for the Board of Management at Living Water Service Centre Nairobi Region.
- Computer Proficiency - Created PowerPoint presentations that were successfully used by the Nairobi Region Director for fundraising at Living Water headquarters in Houston Texas USA.
- Data Reporting - Compiled statistical data, such as Results from school board grade moderation, student admissions, deferment or deaths per semester, at PAC Institute and PAC University School of Humanities and Social Sciences.
- Successfully resolved student issues such as unit registration, payment processes, and conflict between students and lecturers at PAC Institute.
- Event Planning - Successfully planned and executed Departmental, management board, and school board meetings. Successfully planned the end-of-year staff party and the university's annual graduation ceremony at PAC University.
- In 2024 I was able to facilitate the smooth running of the external exam from the TVETCDACC July/August series being done at the institute for the first time.
- As an Administrator Transformational Leadership Department, I have been able to process more than 10,000 admissions for both diploma and certificate students in Kenya, Uganda, Tanzania, and Seychelles.
- I was able to register students for more than 15,000 cohorts between 2015 to 2023.
Hobbies and Interests
- Mentoring children and adolescents both in Primary and High schools
- Reading books and listening to podcasts relating to children and youth in Africa
- Listening to music and performing arts
- Involvement in community social work
Timeline
Administrative Assistant - PAC Institute of Technology and Social Studies & School of Humanities and Social Sciences
10.2023 - Current
Life Skill Coach - OFAFA Jericho Boys High School
09.2023 - Current
Volunteer - House of Confidence
09.2022 - 10.2022
Administrative Assistant - Transformational Church Leadership/Youth Development Department Pan Africa Christian University
10.2015 - 09.2023
Intern Communication and Admin - Living Water Service Centre Karen
07.2014 - 09.2014
Marketing Intern - Africa International University
08.2012 - 04.2013
Receptionist - Africa International University
08.2011 - 04.2015
Pan Africa Christian University - Certificate, Psychometric Test Administrator
Raise & Learn - Certificate, Customer Service
Africa International University - Bachelor's degree, Business Administration
St. Mary's Girls Secondary School Thigio - Kenya Certificate of Secondary Education,
Kirigu Primary School - Kenya Certificate of Primary Education,
Pan Africa Christian University - Masters of Art, Children and Youth Ministry
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Languages
English
Advanced (C1)
kiswahili
Advanced (C1)
Work Preference
Work Type
Full TimeContract WorkGig WorkWork Location
HybridOn-SiteImportant To Me
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