Sharon Awuor Otieno
Virtual Assistant Specialist
Nairobi
Summary
Detail-oriented Virtual Assistant Specialist with 3+ years of remote administrative, operations, and client-support experience across U.S. and U.K.-based organizations. Skilled in calendar and inbox management, CRM administration, cross-functional coordination, and workflow automation. Proven record of improving process efficiency (up to 30%) and supporting leadership teams with accurate reporting, documentation, and data-driven decision-making. Hands-on experience building and testing AI-driven automation and prompt-based tools.
Known for discretion, attention to detail, and the ability to keep busy leaders organized, informed, and ahead of schedule whether working independently or as part of a distributed team.
Overview
1
1
Certification
5
5
years of professional experience
Work History
Administrative and Operations Assistant
RealWare LLC
01.2025 - Current
- Provided high-level virtual administrative support to senior leadership, managing calendars, correspondence, and outreach strategies aligned with organizational objectives.
- Managed and optimized CRM systems, maintaining accurate records and actionable data to support informed, remote decision-making.
- Served as a remote liaison across marketing, product, and technical teams, ensuring efficient communication and project alignment.
- Developed and maintained administrative resources, including playbooks, onboarding materials, and SOPs, to improve team productivity.
- Researched, evaluated, and implemented digital productivity tools (LinkedIn Sales Navigator, ZoomInfo, Outreach, BreakCold CRM) to streamline remote administrative operations.
- Supported the successful rollout of AI-driven products and commerce solutions, contributing to client acquisition across health insurance, real estate, and retail industries.
- Improved CRM and operational workflows, reducing process inefficiencies and enhancing customer experience.
- Strengthened business operations by aligning administrative support with sales, project management, and resource allocation goals.
Administrative and Assets Disposition Coordinator
Care Property Group
12.2023 - 01.2025
- Delivered remote administrative support, including scheduling, correspondence, and accurate records management, for a U.K.-based property portfolio.
- Conducted property research and liaised virtually with estate agents, landlords, and stakeholders to identify suitable options.
- Drafted and processed lease agreements, purchase contracts, and acquisition documentation.
- Maintained acquisition databases and prepared reports to support data-driven decision-making.
- Coordinated meetings, virtual site visits, and cross-functional communication to ensure smooth acquisition processes.
- Accelerated acquisition timelines by 25% through efficient scheduling, documentation processing, and proactive coordination with estate agents and landlords.
- Improved data accuracy by 30% by maintaining well-structured acquisition databases and consistent records-management standards.
- Supported the acquisition of 161 properties meeting client requirements, expanding the care accommodations portfolio by 30%.
International Business Development Specialist
WorldRef
09.2022 - 11.2023
- Provided remote coordination and administrative support to Deal Managers developing business plans and sales strategies across the sugar, steel, and petrochemical industries.
- Supported content creation and scheduling for outreach campaigns to drive brand awareness and lead generation.
- Coordinated cross-functional virtual teams on internal projects, aligning efforts with global strategy.
- Partnered with procurement teams and maintained CRM records to support engagement with qualified local sellers.
- Awarded Best Business Development Specialist of the Quarter for consistently meeting and exceeding targets.
- Developed and executed a business plan for a sugar manufacturing client, resulting in a $7,000 contract within a 5-month period.
Procurement and Stock Management Clerk
Philmed Limited
12.2021 - 07.2022
- Tracked stock levels and monitored shipments, maintaining accurate records and ensuring optimal inventory control.
- Implemented a first-in, first-out (FIFO) inventory system, reducing product obsolescence and increasing efficiency.
- Supported pricing and promotions planning through data analysis and reporting.
- Conducted regular stock audits to ensure accuracy and compliance with company standards.
- Reduced stockouts and overstocking by 20% through improved inventory tracking and demand forecasting.
Education
Bsc - Procurement and Supply Chain Management
Africa Nazarene University
Skills
Virtual & Administrative Support: (Calendar & Inbox Management, Scheduling & Travel Coordination, Correspondence, Data Entry, Records & Document Management, Meeting Coordination)
CRM & Client Management: (Salesforce, HubSpot, Zoho, Mondaycom, BreakCold CRM)
Communication & Collaboration: (Slack, Outlook, Zoom, Google Workspace (Docs, Sheets, Slides, Forms), DocuSign)
Project & Workflow Management: (ClickUp, Mondaycom, Workflow Optimization, SOP & Playbook Development)
AI Tools & Automation: (Zapier (workflow automation), AI agent prototyping and evaluation, Amazon PartyRock)
Core Strengths: (Time Management, Attention to Detail, Confidentiality & Discretion, Cross-Functional Collaboration, Strategic Thinking, Negotiation, Risk Management, Data Analysis)
Certification
- Supply Chain Principles, Georgia Institute of Technology, Coursera
- Strategic Innovation: Building and Sustaining Innovative Organizations, University of Illinois, Coursera
- Communication Skills for Success, The University of Sydney, Coursera
- Google Data Analytics, Level 1, Coursera
Personal Information
Availability: Remote-Ready
- Executive and administrative support experience managing calendars, correspondence, and confidential documentation for senior leadership.
- Strong virtual communication skills, both written and oral, across cross-functional and international teams.
- Highly organized professional with a proven record of improving administrative accuracy and efficiency (up to 30%).
- Skilled in CRM administration and records management to support data-driven decision-making.
- Developed critical thinking, decision-making, and process-evaluation skills through cross-industry administrative work.
Portfolio
Email Inbox Management
Calendar Management
CRM Tracking Sheet
Salesforce Opportunity Pipeline
Projects
- AI Agent Automation Prototype - Ujima Agent Prototype, Built, tested, and documented an end-to-end automation prototype using Zapier, connecting multiple applications to automate repetitive administrative and operational tasks. Authored clear process documentation covering workflow logic, triggers, and actions to support reproducibility and future handoff.
- AI Prompt Testing & Evaluation - Capstone Project, Designed and built a cybersecurity consultation AI platform prototype using Amazon PartyRock. Tested and evaluated 5 prompts for accuracy, relevance, and response quality, refining prompt structure based on output analysis.
Timeline
Administrative and Operations Assistant
RealWare LLC
01.2025 - Current
Administrative and Assets Disposition Coordinator
Care Property Group
12.2023 - 01.2025
International Business Development Specialist
WorldRef
09.2022 - 11.2023
Procurement and Stock Management Clerk
Philmed Limited
12.2021 - 07.2022
Bsc - Procurement and Supply Chain Management
Africa Nazarene University