Lilian Njuguna
Office Administrator
Nairobi,30
Summary
Dedicated and highly organized Executive Assistant with a proven track record of providing comprehensive administrative support to high-profile executives. Seeking to contribute skills and expertise to a dynamic Canadian organization in an Executive Assistant role. Proactive Administrative tasks with demonstrated experience providing high-level administrative support to companies. Demonstrates superior communication and problem-solving abilities. Detail-oriented administrative professional with superb people-skills and public relations experience. Business-savvy with excellent decision-making skills. Proactive as a Personal Assistant with demonstrated experience providing high-level administrative support to companies. Demonstrates superior communication and problem-solving abilities. Proactive as a Personal Assistant with demonstrated experience providing high-level administrative support to companies. Demonstrates superior communication and problem-solving abilities Proactive as a Personal Assistant with demonstrated experience providing high-level administrative support to companies. Demonstrates superior communication and problem-solving abilities.
Overview
25
25
years of professional experience
4
4
years of post-secondary education
1
1
Language
Work History
Executive/Personal Assistant to CEO
Bemuda Holdings Ltd.
Nairobi, 30
1 2021 - Current
- Assisted executives in developing compelling marketing collateral that effectively communicated key messaging points.
- Enhanced executive productivity by managing complex schedules and coordinating travel arrangements.
- Documented and distributed meeting notes to identify, analyze, and improve workflows.
- Attended meetings, took notes and tracked action items.
- Worked with senior management to initiate new projects and assist in various processes.
- Oversaw office management tasks, including supply inventory, facilities maintenance, and vendor relations.
- Displayed absolute discretion at handling confidential information.
- Maintained and organized all shared drives, documents and spreadsheets in Google Workspace.
- Served as point of contact between clients and managerial staff.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Used discretion when handling confidential information.
- Created and managed office systems to efficiently deal with documentation.
- Implemented time management strategies for executives, resulting in improved prioritization and delegation of tasks.
- Wrote reports, executive summaries and newsletters.
- Supported financial management processes by assisting with budget planning and expense tracking.
- Monitored analytics dashboards to provide insights into performance metrics that informed future decision making.
- Coordinated international and domestic travel logistics including flight itineraries, hotel reservations and car services.
- Trained junior staff members on standard operating procedures to improve overall efficiency within organization.
- Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
- Provided multifaceted services to career professionals by running errands, managing mail, scheduling appointments, and arranging transportation.
- Updated and maintained confidential databases and records.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Answered high volume of phone calls and email inquiries.
- Provided multifaceted services to professionals by managing mail, scheduling appointments, and other administrative tasks.
- Provided exceptional customer service when interacting with clients or vendors on behalf of executive team.
- Took notes and dictation at meetings.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Coordinated events and worked on ad hoc projects.
- Managed confidential information with discretion, maintaining highest level of trust and professionalism.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Prepared meeting agendas and materials to ensure productive discussions during board meetings or executive sessions.
- Facilitated effective communication between executives and their direct reports through timely correspondence management.
- Served as liaison between executive office and human resources department to streamline employee-related matters resolution process.
- Arranged domestic and international travel plans and itineraries.
- Screened personal and business calls and directed to appropriate party.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Conducted research on industry trends and competitors to inform strategic initiatives.
- Liaised with internal departments and external partners, fostering strong professional relationships.
- Excellent communication skills, both verbal and written.
- Used critical thinking to break down problems, evaluate solutions and make decisions.
- Worked well in team setting, providing support and guidance.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Worked effectively in fast-paced environments.
- Paid attention to detail while completing assignments.
- Demonstrated leadership skills in managing projects from concept to completion.
- Managed time efficiently in order to complete all tasks within deadlines.
Executive Assistant to the Executives
Ndenderu Primary School
01.2016 - 01.2020
- Established and coordinated administrative policies and procedures for officials, committees, and boards of directors
- Analyzed incoming and outgoing memoranda, submissions, and reports, and prepared and coordinated the preparation and submission of summary briefs and reports to executives
- Prepared agendas and made arrangements for committee, board, and other meetings
- Conducted research, compiled data, and prepared papers for consideration and presentation by executives, committees, and boards of directors
- Met with individuals, special interest groups, and others on behalf of executives, to discuss issues and assessed and recommended courses of action
- Liaised with departmental and corporate officials and with other organizations and associations on behalf of executives, committees, and boards of directors
- Coordinated travel arrangements, including booking flights, accommodations, and transportation.
Personal Assistant/Secretary to the Director
Majoreni Development Co.
01.2003 - 01.2015
- Provided comprehensive administrative support to Director, managing schedules, emails, and phone calls
- Prepared and edited documents, reports, and presentations, maintaining a high level of accuracy and attention to detail
- Coordinated travel arrangements, including booking flights, accommodations, and transportation.
Customer Service Representative
Mang Hotel
01.1999 - 01.2002
- Delivered exceptional customer service to hotel guests, addressing inquiries, resolving issues, and ensuring a positive experience and hotel efficiency
- Managed reservations, check-ins, and check-outs, optimizing guest
- Handled incoming calls and emails, providing information and assistance to customers.
Education
Some College (No Degree) - Windows Operations Systems For Office
Academic Business Centre
Nairobi, 30 11.2000 - 04.2001
High School Diploma -
Kijabe Girls School
Kiambu 01.1995 - 12.1998
Skills
Calendar Management
Travel Coordination
Document Preparation
Communication and Interpersonal Skills
Confidentiality and Discretion
Proficient in Microsoft Office Suite
Time Management
Event Planning
Meeting Agenda Preparation
Strong Problem Solver
Childcare experience
Microsoft Office proficiency
Administrative Policies
Fluent in English
Accomplishments
- Successfully coordinated and managed logistics for annual executive retreats, reducing travel expenses by 15% through effective negotiation and planning.
- Managed the Director's inbox, achieving a 25% reduction in response time to critical emails.
References
Available upon request
Timeline
Executive Assistant to the Executives
Ndenderu Primary School
01.2016 - 01.2020
Personal Assistant/Secretary to the Director
Majoreni Development Co.
01.2003 - 01.2015
Some College (No Degree) - Windows Operations Systems For Office
Academic Business Centre
11.2000 - 04.2001
Customer Service Representative
Mang Hotel
01.1999 - 01.2002
High School Diploma -
Kijabe Girls School
01.1995 - 12.1998
Executive/Personal Assistant to CEO
Bemuda Holdings Ltd.
1 2021 - Current