Administrative Assistant Secretary

Location:

Nairobi, Nairobi County, Kenya

Posted:

January 10, 2022

Contact this candidate

Resume:

EVELYNE MAKENA

P O BOX ** – ***** NKUBU

PHONE: +254-***-***-***: EMAIL: *******@*****.***

GENDER Female

NATIONALITY Kenyan

LANGUAGES Excellently written and fluently spoken English and Kiswahili CAREER

OBJECTIVE

To secure a responsible career opportunity to fully utilize my training and skills, while making a significant contribution to the success of the company ACADEMIC QUALIFICATIONS

2016 to 2019 Bachelor of Business Administration – Office Management option Kenya Methodist University

Thesis: “Effects of Work Environment on Organization Performance” Advisor: Dr. Gladys Kituku

2003-2005 Diploma in Secretarial Studies (KNEC)

National Youth Service Institute of Business Studies 2005 Certificate of Proficiency in Computer Studies NYS Institute of Business Studies

1996-1999 Kathera Girls High School

Kenya Certificate of Secondary Education

1988-1995 Kigarine Primary School

Kenya Certificate of Primary Education

SKILLS

Excellent communication and interpersonal skills e.g. active listening and effective speaking, present ideas appropriately, write clearly and concisely and work well in a group

Adept organizational and time management skills e.g. Able to prioritize job, work efficiently and productively, and punctual

Highly proficient in keyboarding and in operating computers with standard software. These include Microsoft Word, Excel, PowerPoint, Outlook, Math type, Publisher

Conversant with virtual work platforms (such as: Google Meet, Microsoft Teams, WebEx, etc.) and utilizing collaborate workspaces (such as: Google.doc, Huddle, etc.).

Possess advanced ability using the Internet and Google Workspaces (especially mail, calendar, contacts, hangouts, etc.)

Attention to detail, eager to learn new skills and knowledge, and can tackle job-specific duties and responsibilities efficiently

Able to gather information in order to assess a situation or problem then identifying and implementing solutions as fast and effectively as possible

Able to prioritize job, work efficiently and productively and manage time well

Ability to work in a fast paced environment with/without minimal supervision

Love detail and accuracy and possess excellent organizational, planning and time management skills

Able to handle many moving parts while maintaining high standards of excellence KNOWLEDGE OF

Standard office procedures and practices

English grammar, spelling and punctuation

Basic Maths concepts

Professional customer service practices

Sound knowledge of, and adherence to acceptable work protocols common in an international work setting i.e. respectful dialogue, non-discrimination, equal opportunity, internal controls, etc.).

Google software suite

TRAININGS

Turnitin Webinar training

Online cyber security training

E-learning training

Training for smart cards activation

RemoteXs Sensitization Trainings

ISO awareness training

WORK EXPERIENCE

August 2008 to September 2020

Administrative Assistant to the Dean Faculty of Science & Technology, Multimedia University of Kenya

Responsibilities

Maintaining the Dean’s calendar, advising of, and preparing her for upcoming commitments by making appointments, receiving and placing phone calls, sending and receiving E-mails and Faxes, and arranging meetings.

Establishing and maintaining close working relationships with the administrative counterparts in other technical and support offices to coordinate activities, share knowledge, and devise innovative solutions to improve Office and the University business practices.

Assisting in procurement actions by maintaining supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and ensuring that the Faculty staff are well-supplied with expendable office materials, and requests resupply as needed

Ensuring that all Office equipment and peripheries are well-maintained and in good working order and requesting maintenance and/or replacements as necessary.

Arranging, organizing and planning for Faculty staff meetings and other, regular and ad hoc meetings as required. Taking minutes and maintaining record of all meeting minutes.

Maintaining control of all correspondence for the Office, by receiving and distributing official mail and correspondence, and letters, while ensuring timely delivery of all outgoing mail thereof making sure that there is integrity of office records, documents, confidential information and data.

Managing Faculty’s training plan, schedule of annual performance evaluations and calendar of other cyclical and periodic reports like Operational Plan, Performance Plan and Review, work plans, among others

Managing official documents and files related to development programs, personnel, students and administrative issues, along with other logistical and support matters. Establishing and maintaining files according to set standards while marking correspondence and other documents for filing, and filing them accordingly.

Reviewing all correspondence in advance of the supervisor’s signature, corrects errors by drafters and edits correspondence, and assuring that documents meet the requirements posed by incoming correspondence to which it pertains.

Taking dictation, transcribing and typing from drafts, manuscripts and photocopying Secretary, Ideal Enterprises 2006-2008

Responsibilities

Processed staff claims

Established confidential and efficient filing system for the office to ensure data protection

Handled calls, appointments, internal and external correspondence, and emails

Store keeping by ensuring that there was no over stocking or under stocking

Processed bills/expenses and handled office imprest/petty cash

Provided effective administrative support to the Director

Ensured that there was an adequate and retrievable database or filing system for all documents including soft and hard copies and managing the archive

Taking dictation, transcribing and typing from drafts, manuscripts and photocopying INTERNSHIP

Secretary, McAren Travel and Tours 2005

Responsibilities

Processed office documents

Handled travel documentation

Performed reception services

Prepared business schedules

Provided advice about visas or passports

Making travel arrangements

Liaised with relevant organizations and clients in regards to travel and ticketing

Booked reservations for travel, hotels, rental cars, and tours

Coordinated customer travel logistics both in the country and abroad Secretary, Office of the Associate Dean, University of Nairobi (Chiromo Campus) 2004 Responsibilities

Handled mails and calls

Ensured cleanliness of the offices

Ensured that the equipments in the offices are in good working conditions and safe

Performed clerical duties

Managed the daily, weekly and monthly agenda

Prepared and disseminated correspondence, memos and forms

Organized and maintained files, supplies and equipment HOBBIES AND INTERESTS

Mentoring the youth (works in liaison with the University mentorship office and also with the local church to mentor the youth)

Cooking and baking

Nature (science) and History

Community service: Actively volunteer at a local community once a month to prepare and serve food

Avid reading for general knowledge