MATRED MAKALE
Administrator and Executive Assistant
Nairobi,30
Summary
An experienced and highly organized Executive Assistant with over 8 years of expertise in administration, customer service, project management, and executive support across various industries. Advanced in Microsoft Suite Packages, Google suite, SAP ERP and QuickBooks. Skilled at managing C-suite executive schedules, travel management, preparing briefing materials, and maintaining confidential information. Adept at working in fast-paced environments and supporting high-level executives in achieving organizational goals.
Overview
9
9
years of professional experience
7
7
years of post-secondary education
Work History
Administrator & Executive Assistant
Deliverance Church Ngong Rd
Karen
08.2023 - Current
- Secretary to the Eldership and Deacons' Boards and Executive Assistant to the Senior Pastor.
- Act as the primary point of contact for all administrative support within the organization, ensuring smooth communication between the Board, Deacons, and pastoral team.
- Coordinate scheduling for meetings, events, and executive travel, ensuring alignment with strategic priorities.
- Record and prepare meeting minutes for board and leadership meetings, ensuring accurate documentation and follow-up actions.
- Manage procurement activities, assets, and supply chain logistics, ensuring cost-efficiency and timely sourcing of required resources.
- Serve as the liaison between church leadership and external stakeholders, maintaining professional relationships and ensuring smooth operations.
Administrative Associate
I Choose Life - Africa
04.2023 - 06.2023
- Provided administrative support including travel arrangements, meetings scheduling, and correspondence management for senior management.
- Managed office records and ensured confidentiality and efficient filing of both physical and digital documents.
- Coordinated procurement functions and participated in bid analysis, preparing contract documents and ensuring compliance with organizational policies.
- Supported event coordination, ensuring all logistical details were handled with precision.
Receptionist & Front Desk Executive
The Living Adventure managed by Accor
Doha
11.2022 - 12.2022
- Company Overview: Doha, Qatar
- Managed high-volume guest check-ins and check-outs, using Hotelogix ERP system with minimal errors.
- Successfully coordinated team efforts to accommodate 129 guests within one hour and ensured 95% positive feedback from guests.
- Supported management with administrative tasks such as preparing audit reports and handling telephone correspondence.
- Doha, Qatar
Administration Intern
Kenya Ports Authority
Mombasa
06.2021 - 10.2022
- Company Overview: Mombasa, Kenya
- Assisted in preparing financial budgets for multiple financial years, supporting the team in presenting and defending budgets at management level.
- Coordinated travel arrangements for executives and managed department files, ensuring integrity and confidentiality of sensitive data.
- Prepared and reviewed departmental finance reports, ensuring timely responses to audit queries and assisting with financial statement preparations.
- Mombasa, Kenya
Accounts Officer
Dhanush Forwarders (K) Limited
08.2020 - 05.2021
- Managed financial transactions, budget reporting, and reconciliations for the company's logistics operations.
- I helped the company to automate accounting processes by transitioning from manual financial management to using QuickBooks Accounting Software.
- I impressed my supervisor by posting financial transactions dating back to when the company started (10 years) in record time and with minimal errors.
- My supervisor commended me for being a fast learner despite lack of prior experience in accounts and my ability to be proactive and innovative.
Administrative Assistant
China Road and Bridge Corporation
Mombasa
06.2016 - 01.2020
- Company Overview: Mombasa, Kenya
- Served as the primary assistant to the Director of Public Security and Safety.
- Coordinated security measures for events and provided management oversight in communication with public security agencies.
- Developed and maintained effective relations with local and international partners.
- Supported the procurement of security services by researching potential providers and presenting suitable options for approval.
- Collaborated with security teams and police officers to conduct routine patrols, ensuring the protection of company property.
- Represented the company at regional security briefings and established relationships with local security operatives.
- Managed monthly payment documentation for contracted firms, ensuring timely processing with the Finance department.
- Organized departmental meetings, events, and celebrations, while also maintaining accurate minutes and preparing reports.
- Managed office supply inventory, handled departmental correspondence, and ensured proper filing and record-keeping.
- Coordinated travel arrangements and accommodations for the head of department and maintained up-to-date service provider records in the company database.
- Mombasa, Kenya
- Reduced theft and vandalism of company property at project sites by 95% through collaboration with the security team.
- Received commendations for effective management style, leading to timely payments for security providers and reducing conflicts related to property loss.
- Streamlined the processing of allowances for police officers, resolving disputes and ensuring accurate and on-time payments.
- Fostered and maintained strong relationships with service providers, community stakeholders, and government agencies.
Education
Bachelor of Arts - Economics and Sociology
University of Nairobi
Nairobi, Kenya 11.2021 - 12.2023
Bachelor of Business Management - International Business
Mount Kenya University
Mombasa 05.2017 - 10.2020
International Finance - Chinese Language
Zhejiang GongShang University
China 09.2014 - 06.2015
Certificate in Management - Management
Kenya Institute of Management
Nairobi 07.2013 - 12.2013
Skills
- Executive Support
- Calendar & Travel Management
- Event & Meeting Coordination
- Communication
- Data Management
- Expense & Financial Management
- Problem-Solving
- Cultural Sensitivity
Websites
Timeline
Administrator & Executive Assistant
Deliverance Church Ngong Rd
08.2023 - Current
Administrative Associate
I Choose Life - Africa
04.2023 - 06.2023
Receptionist & Front Desk Executive
The Living Adventure managed by Accor
11.2022 - 12.2022
Bachelor of Arts - Economics and Sociology
University of Nairobi
11.2021 - 12.2023
Administration Intern
Kenya Ports Authority
06.2021 - 10.2022
Accounts Officer
Dhanush Forwarders (K) Limited
08.2020 - 05.2021
Bachelor of Business Management - International Business
Mount Kenya University
05.2017 - 10.2020
Administrative Assistant
China Road and Bridge Corporation
06.2016 - 01.2020
International Finance - Chinese Language
Zhejiang GongShang University
09.2014 - 06.2015
Certificate in Management - Management
Kenya Institute of Management
07.2013 - 12.2013
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