MARY WANJIKU MWANGI
Administration & Operations Specialist | Virtual Assistant
Nairobi
Summary
Proactive and resourceful Executive Assistant & Operations Specialist with 7+ years’ experience partnering with C-level executives, founders, and senior leadership teams in global, high-growth organizations. Expert at managing complex calendars, coordinating high-stakes travel and meetings, and streamlining workflows to free leaders’ time for innovation and growth. Recognized for exceptional judgment, discretion, and the ability to anticipate needs, resolve challenges proactively, and serve as the strategic right hand that drives executive success.
Overview
10
10
years of professional experience
3
3
Certifications
1
1
Language
Work History
Administrative & Dispatch Coordinator
Royal Dispatch Services (International Logistics)
01.2021 - 01.2026
- Served as the key operations and administrative point of contact for senior executives, ensuring seamless daily workflow.
- Managed executive calendars, coordinated 100+ international virtual meetings, and optimized scheduling for maximum efficiency.
- Streamlined documentation and reporting processes, reducing turnaround by 30% and improving compliance standards.
- Coordinated travel arrangements, briefings, and cross-border operations, achieving a 98% on-time delivery rate.
- Supported HR operations and onboarding for 100+ international employees, ensuring seamless integration into global teams.
- Coordinated communication across Europe, Africa, and North America, maintaining a 95% adherence to project deadlines.
- Acted as primary liaison for global tech and finance clients, ensuring service quality and compliance with HR standards.
- Coordinated daily dispatch operations to ensure on-time deliveries and maximize fleet utilization.
Administrative & Dispatch Coordinator
Royal Dispatch Services (International Logistics)
01.2021 - 01.2026
- Served as the key operations and administrative point of contact for senior executives, ensuring seamless daily workflow.
- Managed executive calendars, coordinated 100+ international virtual meetings, and optimized scheduling for maximum efficiency.
- Streamlined documentation and reporting processes, reducing turnaround by 30% and improving compliance standards.
- Coordinated travel arrangements, briefings, and cross-border operations, achieving a 98% on-time delivery rate.
- Supported HR operations and onboarding for 100+ international employees, ensuring seamless integration into global teams.
- Coordinated communication across Europe, Africa, and North America, maintaining a 95% adherence to project deadlines.
- Acted as primary liaison for global tech and finance clients, ensuring service quality and compliance with HR standards.
- Coordinated daily dispatch operations to ensure on-time deliveries and maximize fleet utilization.
Administrative Specialist / Marketing
Unique Investors Property
06.2019 - 12.2022
- Delivered high-level administrative and operational support to senior management, ensuring seamless office operations, workflow efficiency, and 100% scheduling accuracy.
- Conducted executive-level data analysis, market research, and property intelligence to support strategic planning, business expansion, and client portfolio management.
- Maintained electronic and physical filing systems, ensuring accurate record-keeping, compliance documentation, and easy retrieval of property and client records.
- Assisted in travel arrangements, property inspections, and event coordination, contributing to smooth daily operations and enhanced client satisfaction.
- Fostered positive client relationships by promptly addressing questions or concerns related to their case files.
Assistant HR Officer
Gakuyo Real Estate
10.2016 - 06.2019
- Assisted in execution of HR functions including recruitment, interviews, shortlisting, and employee documentation.
- Supported administrative operations including office coordination, customer service, and departmental planning.
- Handled leave management, timesheets, medical cover administration, and employee welfare initiatives for over 50 employees.
- Prepared HR monthly reports, payroll inputs, staff records, and official correspondence.
- Developed comprehensive HR policies to ensure compliance with labor laws and regulations.
- Assisted in developing succession planning strategies resulting in efficient leadership transitions.
HR Intern – HR Assistant
Gakuyo Real Estate
04.2016 - 09.2016
- Provided administrative support such as front-office management, filing, and internal communication support.
- Supported HR team with the creation of comprehensive onboarding materials, improving employee retention rates.
- Managed confidential personnel files for over 30 employees, maintaining accuracy and upholding strict privacy standards.
Exchange Program Coordinator
AIESEC International
09.2015 - 12.2015
- Coordinated international exchange programs, ensuring smooth placement, documentation, and intercultural preparation for participants.
- Successfully coordinated multiple exchange cycles, strengthening Rwanda–Kenya youth leadership collaborations.
- Maintained detailed records of program activities and participant data, ensuring compliance with internal policies and external regulations.
Education
BBA - Business Administration And Management
Kenya Methodist University
Nairobi, Nairobi Province, Kenya 04.2001 -
Diploma - Business Management
Kenya Methodist University
Nairobi, Nairobi Province, Kenya07-2015
Skills
Office administration
Certification
Virtual Assistant – ALX Kenya
Timeline
Virtual Assistant – ALX Kenya
11-2025
Administrative & Dispatch Coordinator
Royal Dispatch Services (International Logistics)
01.2021 - 01.2026
Administrative & Dispatch Coordinator
Royal Dispatch Services (International Logistics)
01.2021 - 01.2026
Administrative Specialist / Marketing
Unique Investors Property
06.2019 - 12.2022
Assistant HR Officer
Gakuyo Real Estate
10.2016 - 06.2019
HR Intern – HR Assistant
Gakuyo Real Estate
04.2016 - 09.2016
Exchange Program Coordinator
AIESEC International
09.2015 - 12.2015
BBA - Business Administration And Management
Kenya Methodist University
04.2001 -
Diploma - Business Management
Kenya Methodist University
References
Referees: Available on request
ADDITIONAL INFORMATION
- Availability: Full-time, able to work U.S. business hours
- Career Goal: To serve as a strategic partner to executives, maximizing their impact through operational excellence.
- Availability: Full-time