Personal Assistant Executive
Resume:
SAMANTHA PALYS
P.O. Box *****, *****, Nairobi
Cell Phone: 070*-******
Email: *************@*****.***
SUMMARY:
Experienced Office Administrator reporting directly to the Chair offering increased knowledge in administrative, personnel management, leadership, and mentoring with unsurpassed skills in customer service. A pro-active person and motivator that possess unique skills in the overall daily operations management of an administrative office. A consummate team player that works well with all levels of management and knowledgable of diplomatic protocols. Conscious and highly organized with the ability to manage diverse projects in a fast-paced environment. EXPERIENCE:
Administrator The Greater Mara Management (May 2016 – March 2020) 1. General office administration including responsibility for and support of the Senior Managers/Directors of the Conservancy in areas of (including but not limited to): a. Email and phone communication with key stakeholders and strategic partners including government agencies, KWS, donors, communities, civil societies and other conservation organizations.
b. Office, vehicle and equipment licenses and leases, certificates and compliance. c. Staff HR including leave records and medical insurance and all legal issues. d. Office administrative systems, company policies, plans and protocols. e. Marketing, PR and communications.
f. Meeting with and external stakeholders (visitors) and ensuring smooth communication bewteen COO office, said stakeholders and other internal departments within the Conservancy Administrative office.
g) Travel logistics - Manage travel and accommodation arrangements 2. Participation in quarterly Board meetings: Attendance and participation and preparation at all quarterly Board meetings for the Conservancy.
3. Supporting the CFO and Accountant for the entity with any general financial administration. Added responsibilities over 4 years
Working with the accounts team, primary responsibility to coordinate the development and management of office administration function, and support the CFO and finance team with management of accounts and budgetary control, including: ensuring of direct and transparent collection of the Conservancy's share of fixed and variable fees from Tourism Partners, troubleshooting and ongoing support to the implementation of the new fees protocol with tourism partners and conservancies. Ensure all other statutory requirements are adhered to and manage the Conservancy's insurance portfolio. Ensure compliance with all donor financial reporting requirements. Oversee the Conservancy logistics, including issues related to the development of field operation capacity such as workshops, works and stores, helping to set objectives. Achievements
a. Implemented Conservancy lease database resulting in reduced annual legal and leasing costs by 3%. b. Set up office headquarter base for three Conservancies hence creating a systemized coordination space that consequently also reduced overhead running costs of the Conservancies. c. Set up pension and Sacco funds for all employees. Executive Assistant Institute of Ultimate Potential (March 2015 to April 2016) a. Manage office communication
b. First Contact with clients
c. Diary management
d. Prepare for meetings
e. Take minutes and follow up on action matters
f. Travel logistics
g. Organize and maintain office systems, including appropriate filling of documents Office Administrator Raiser Resource Group (July 2012 – November 2013) a. Office budget management
b. Ensuring appropriate IT support is secured and available for the team c. Management of office suppliers
d. Generic administrative support for all Nairobi staff, e.g. couriers, post, etc. e. Travel booking and scheduling and meeting arrangements f. Stock management and maintenance
g. Preparing dossiers or other documentation for meetings or for other requirements. h. To ensure health and safety arrangements meet statutory requirements Personal Assistant Cellpoint Communications (2010 – 2012) Embassy Secretary Embassy of Egypt, Nairobi (2001-2009) a. Ability to delegate, managed, and prioritized tasks assigned to the Egyptian Embassy. b. Performed review of outgoing correspondence for correctness, consistency, and strict compliance with the embassy procedures ensuring the proper distribution prior to submission to higher authority for signature.
c. Received, records, routes and controls incoming mail, correspondence, publications, reports, opinion letters and other diplomatic documents.
d. Compiled data and drafted briefings for the embassy staff. e. Implemented administrative procedures to ensure embassy staff and other diplomatic personnel have all the necessary exemptions, notifications, licenses and all other requirements (from the relevant Ministries and the United Nations) as stipulated by the rules of protocol. f. Devised and maintained extensive filing system and corresponding cross-referenced list. g. Managed and organized details of multi-party conference calls, in-house and off-site meetings and luncheons, travel arrangements, calendars, itineraries, agendas and preparation of expense reports. h. Facilitated temporary lodging and permanent housing for all new diplomats upon arrival to Kenya. i. Supervised vehicle maintenance program for all embassy staff. j. Coordinated and scheduled meetings, visits, and itineraries for diplomatic personnel with Ministry Officials, Diplomatic Missions and local business associates. k. Organized lodging, catering, hotel services including safaris for Ministers and high ranking officials during visits to Kenya.
l. Maintained and enforced security of funds, merchandise, supplies, equipment and property in order to prevent fraud, waste and abuse.
m. Coordinated official conferences and social events for the Egyptian and Kenyan Public holidays. n. Processing and issuance of visas.
o. Managed the diaries, appointments and day-to-day schedules of the diplomatic personnel. p. Managed invoices, bank accounts, medical/vehicle/housing insurance policies and school fees are up-to-date.
Personal Assistant - MDMulti Options Limited (1999-2000) Receptionist Search Medical Laboratory (1997-1998) EDUCATION:
Diploma in Secretarial and Office Procedures Certificate Valley Secretarial College – 1997
LANGUAGES: English (Excellent – Written and Verbal) Kiswahili (Average – Written and Verbal) PERSONAL INFORMATION:
Date of Birth: 22 May, 1978
Nationality: Kenyan
SWEETY WOLHERT ERIC GAKU
DIRECTOR OPERATIONS MANAGER
BRULTO LTD MIMOSA COURT
******@******.**.** ********@*****.***
SHAHIDA MOHAMMED
DIRECTOR
SPLENDID FURNITURE LTD
*******@********************.***
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