Noelle M. Zillah
Nairobi
Summary
Successful professional with experience in supporting program needs and managing projects with little oversight. Strong track record of reviewing and assessing processes and implementing continuous improvement initiatives to streamline office operations. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths. Proficient in Microsoft Office.
Overview
27
27
years of professional experience
Work History
Administrative Officer
BIO-SMART AUTO SEWERAGE AND GENERAL CONSTRUCTION COMPANY
03.2014 - Current
- Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Supervised and guided new employees and responded quickly to questions to improve understanding of job responsibilities.
- Communicated corporate objectives across divisions through regular correspondence and scheduled status updates.
- Standardized office structures and processes to promote collaboration and increased performance.
- Maintained current and compliant financial records, monitoring and addressing variances through detailed analyses.
- Interpreted management directives to define and document administrative staff processes.
- Maintained CRM database with customer updates and report generation.
- Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Reviewed information, created models and contributed to decision-making process by forecasting trends.
- Offered office-wide software support and training, troubleshooting issues and optimizing usage.
Administrative Assistant
Director, Privately Sponsored Students Programme (PSSP)
09.2012 - 01.2014
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Marketed the University to promote and increase applications and high retention rate.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Handled client correspondence and tracked records to foster office efficiency.
- Monitored Director's work calendar and scheduled appointments, meetings and travel.
- Organized weekly staff meetings and logged minutes for corporate records.
Administrative Assistant
Dean's Office, Faculty of Engineering Office
02.2007 - 03.2018
- Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity.
- Carried out day-day-day duties accurately and efficiently.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Worked flexible hours; night, weekend, and holiday shifts.
- Proved successful working within tight deadlines and fast-paced atmosphere.
- Offered friendly and efficient service to customers, handled challenging situations with ease.
- Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork.
- Used coordination and planning skills to achieve results according to schedule.
Administrative Secretary
Department of Science and Mathematics
02.2007 - 03.2009
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Monitored supervisor's work calendar and scheduled appointments, meetings and travel.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Coached new employees on administrative procedures, company policies and performance standards.
- Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
- Processed invoices and expenses using QuickBooks to facilitate on-time payment.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Arranged rapid office equipment repair and maintenance with vendors.
- Organized weekly staff meetings and logged minutes for corporate records.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Maintained staff directory and company policy handbook for human resources department.
- Created PowerPoint presentations for business development purposes.
- Managed Access databases converting complex data into easy-to-interpret data.
- Edited subcontractor proposals, project punch lists, transmittals and memorandums for organizational support.
- Offered office-wide software support and training, troubleshooting issues and optimizing usage.
Administrator
School of Business Management
01.2005 - 02.2007
- Screened and transferred incoming calls, took down messages and transmitted information and documents to internal personnel.
- Computerized office activities, maintained customer communications and tracked records through delivery.
- Entered and maintained departmental records in company database.
- Collected, validated and distributed information to employees.
- Confirmed accurate completion of forms and reports for admission, transfer or discharge of each program participant.
- Managed agendas and calendars, boosting productivity and improving organizational initiatives.
- Adapted to workflow changes and implemented continuous process improvements to overcome obstacles.
- Devised and implemented improvements to reporting procedures.
- Oversaw successful planning and execution of staff meetings, parties and events.
Administrator
Registrar, Human Resource & Administration
09.2003 - 12.2004
- Screened applicant resumes and coordinated both phone and in-person interviews.
- Posted positions through approved recruitment channels.
- Organized new employee orientation schedules for new hires.
- Created and completed personnel action forms for hires, terminations, title changes and terminations..
- Screened and transferred incoming calls, took down messages and transmitted information and documents to internal personnel.
- Computerized office activities, maintained customer communications and tracked records through delivery.
- Entered and maintained departmental records in company database.
- Collected, validated and distributed information to employees.
- Aided colleagues, managers and customers through regular communication and assistance.
- Managed agendas and calendars, boosting productivity and improving organizational initiatives.
- Oversaw successful planning and execution of staff meetings, parties and events.
- Managed payroll, transactions, invoicing and budgeting to decrease financial inconsistencies.
Administrative Assistant / Administrator
PATHFINDER INTERNATIONAL FHI IMPACT
10.2001 - 11.2001
- Performed daily administrative functions such as answering calls and emails, scheduling meetings, writing multiple reports and other forms, greeting visitors, invoicing and maintaining the inventory of office supplies
- Managed and prepared multiple reports, spreadsheets, documents and other forms and handled all media and PR inquiries
- Scheduled meetings and managed the calendar, took the meeting minutes and forwarded the minutes via email to all the partners
- Provided constant and reliable administrative support to 20 office team members
- Assisted the HR manager by maintaining personnel files for job applicants as well as active and terminated employees
- Maintained, coordinated and updated the client database, records and mailing lists.
Education
MBA - Strategic Planning
Jomo Kenyatta University of Science And Technology
Juja, Nairobi12.2022
Bachelor of Business Management - Business Administration And Management
Masinde Muliro University of Science & Technology
Kakamega10.2010
Diploma - Business Management
Masinde Muliro University of Science & Technology
Kakamega2007
Skills
- Planning and Prioritization
- Administrative Arrangements
- Office Supplies and Inventory
- Meetings and Conferences
- Office Administration
- Meeting Support
- CRM Software
- Payroll Oversight
- Continuous Improvement Process
- Job Assignments
- Departmental Support
- Material Preparation
- Policy and Procedure Modification
Accomplishments
- ISO awareness workshop, - conducted by Kenya Bureau of Standards’ National Quality Institute at Mmust, on 10th March, 2011
- 1st MMUST management Conference; “Management in the 21st Century: Documenting Best Business Practices”, on 10th April 2010, at Mmust , Kakamega
- Middle Level Secretaries Management Retreat – conducted at the Government Training Institute, Matuga Kilifi, from 17th to 22nd May,2009
Affiliations
Kenya Insitute of Management
Languages
Kiswahili, English
Native language
French
Elementary
A2
Referees
Dr. Iddi Webukha Juma
University Librarian
Garissa University
Tel: 0722864343
Prof. Amadalo Musasia Maurice
Deputy Vie Chancellor
Kaimosi University
P.O. Box
Kaimosi
Dr. Fred Maxwel Chune
Jomo Kenyatta University of Science & Technology
P.O. Box
Nairobi
Eng. Eugene Oundo Wafula
Biosmart Auto Sewerage & Construction Co.
Vision Plaza Fourth Floor
P.O. Box 1606-00606
Nairobi
Timeline
Administrative Officer
BIO-SMART AUTO SEWERAGE AND GENERAL CONSTRUCTION COMPANY
03.2014 - Current
Administrative Assistant
Director, Privately Sponsored Students Programme (PSSP)
09.2012 - 01.2014
Administrative Secretary
Department of Science and Mathematics
02.2007 - 03.2009
Administrative Assistant
Dean's Office, Faculty of Engineering Office
02.2007 - 03.2018
Administrator
School of Business Management
01.2005 - 02.2007
Administrator
Registrar, Human Resource & Administration
09.2003 - 12.2004
Administrative Assistant / Administrator
PATHFINDER INTERNATIONAL FHI IMPACT
10.2001 - 11.2001
MBA - Strategic Planning
Jomo Kenyatta University of Science And Technology
Bachelor of Business Management - Business Administration And Management
Masinde Muliro University of Science & Technology
Diploma - Business Management
Masinde Muliro University of Science & Technology
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