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Executive Secretary

Location:
Kenya
Salary:
ksh.200000
Posted:
October 21, 2022

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Resume:

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PATIENCE WANJIKU MBUTHIA

P.O. Box 542**-*****, Nairobi

Tel: +254-***-******

Email: ads4b6@r.postjobfree.com

A dedicated Executive Secretary with years of experience managing administrative and clerical tasks in large and small organizations. Excellent multitasking and organization skill, robust problem solving, great interpersonal and communication skills. Expert-level proficiency with Microsoft Office suites and experience of working with an ERP system.

CORE SKILLS

Calendar Management

Administrative and clerical duties

Minute taking and typing

Petty Cash Management

Front office management

Meetings and events management

Domestic/ international travel arrangements

Preparation of report and presentation

Database Management

Filing and records management

Supporting Human Resource functions

Office inventory control

WORK EXPERIENCE

EXECUTIVE SECRETARY; MOUNT KENYA ACADEMY; JANUARY 2022 TO DATE Duties and Responsibilities:

Supporting the School Director and Senior Management Team with calendar management: scheduling appointments and meetings, arranging itineraries. Managing office tasks, filing, photocopying, scanning documents and providing an accurate reminder of schedules and deadlines, ensuring that management is apprised and updated.

Coordinating different aspects of board meetings, including following the progress of action items, drafting agendas, organizing meeting venues, preparation of require documents, typing accurate minutes, organizing for meals and allowances.

Undertaking all administrative, clerical, secretarial and logistical duties for the principal's office. Preparing all correspondence, reports and presentations.

Assist in regulatory and statutory compliance, ensure licenses are applied for and renewed on time

Assisting the Human Resource Manager with different HR related duties i.e. recruitment, selection, on-boarding, preparing staff contracts, performance appraisal, orientation of new staff, conducting exit interviews, preparation of job descriptions and advertisements, staff leave administration and taking minutes during HR meetings, updating and maintaining staff files.

Organizing events, workshops, exhibitions, conferences and assisting with marketing activities.

Facilitating school admissions, handling parents’ queries and complaints, ensuring their satisfaction and providing professional customer support. Acknowledging and resolving complaints. Building a relationship with parents, alumni and students.

Coordinating logistics for domestic and international travel i.e. visa and passport, flight and accommodation booking and allowances.

OFFICE ADMINISTRATOR AND FINANCE ASSISTANT: CAPITAL WEST BUSINESS CENTRE: APRIL 2021 TO DATE

Duties and Responsibilities:

Coordinating and maintaining the CEO’s calendar, ensuring all appointments and meetings are arranged and keeping him apprised.

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Organizing for meetings and appointments, organizing meeting venues, preparing documentation to be used, organizing for refreshments and taking minutes.

Responsible for administrative, clerical and logistical duties, responding to routine correspondence, front office management, typing, filing, photocopying, handling clients concerns and complaints.

Assisting with Basic Financial Management: recording daily incoming and outgoing transactions, updating office petty cash records, preparing financial reports on a monthly basis, keeping track of receipts of office expenses, providing reimbursement to employees for work- related expenses, creating invoices, collecting of service charge and ensuring all tenants pay their annual service charges in a timely manner, and accurately record such payments.

Facilitating Office Organization: sorting through and delivering mail to the appropriate recipients in the office, filing documents both on the computer and in filing cabinets. Ensure security of office records, equipment and documents.

Assisting with Facilities Management: accurately recording details of all tenants in the management system. Managing, scheduling, and maintaining an accurate record of facilities maintenance and repairs contracts.

Office Inventory Control: ensuring availability of office supplies, reordering and keeping a record of usage.

Ensuring cleanliness of the office, screening and answering phone calls, welcoming visitors and directing them to the right offices.

KEY ACHIEVEMENTS

In the few months, I have developed great filing and records management skills. I have also learnt how to perform payroll duties i.e. PAYE, NSSF, NHIF and making monthly VAT payment. EXECUTIVE SECRETARY; ST. MARY’S SCHOOL; MAY 2014 TO DECEMBER 2020 Duties and Responsibilities:

Supporting the School Principal and Senior Management Team with calendar management: scheduling appointments and meetings, arranging itineraries. Managing office tasks, filing, photocopying, scanning documents and providing an accurate reminder of schedules and deadlines, ensuring that management is apprised and updated.

Coordinating different aspects of board meetings, including following the progress of action items, drafting agendas, organizing meeting venues, preparation of require documents, typing accurate minutes, organizing for meals and allowances.

Undertaking all administrative, clerical, secretarial and logistical duties for the principal's office. Preparing all correspondence, reports and presentations.

Assisting the Human Resource Manager with different HR related duties i.e. recruitment, selection, on-boarding, preparing staff contracts, performance appraisal, orientation of new staff, conducting exit interviews, preparation of job descriptions and advertisements, staff leave administration and taking minutes during HR meetings, updating and maintaining staff files.

Organizing events, workshops, exhibitions, conferences and assisting with marketing activities.

Facilitating school admissions, handling parents’ queries and complaints, ensuring their satisfaction and providing professional customer support. Acknowledging and resolving complaints. Building a relationship with parents, alumni and students.

Coordinating logistics for domestic and international travel i.e. visa and passport, flight and accommodation booking and allowances.

3

KEY ACHIEVEMENTS

Serving as secretary in the Human Resources committee. Assisting with preparation of policies, reports and strategic plans plus all administrative duties for the committee. In 2016, I got the opportunity to cover successfully for our Human Resource Manager for one year, while the HRM was away on study leave (Temporary appointment as Human Resource Officer) ADMINISTRATIVE SECRETARY; BRAEBURN SCHOOLS LTD; OCTOBER 2007 TO MAY 2014

Duties and Responsibilities

Provide students and parents with information on admissions and enrolment procedures.

School Secretary for the Junior School office. Data entry and opening of pupils files

Managed correspondence and distributed incoming mail to intended recipients Assist with all clerical duties i.e. photocopying, scanning, typing, taking minutes and attending to visitors.

Assisting the Head teacher and other staff members with all administrative duties. Attend to telephone calls and responded to inquiries by following standard protocol KEY ACHIEVEMENT

Increased the loyalty and satisfaction of existing customers by offering excellent customer care, this led to an increase in new admissions.

EDUCATION QUALIFICATION

o Bachelor of Commerce in Human Resource Management: Kenyatta University- September 2016 to Date (Final Semester)

o Diploma in Human Resources Management, Kenya Institute of Management; 2009 o Diploma in Secretarial Studies, The Kenya Polytechnic, 2004-2006 o Kenya Certificate of Secondary Education, Gitwe Girls High School, 1998-2001 Short Courses

o Alison Certificate – Executive Assistant Skills

o Alison Certificate – Customer Care Skills

MY SKILLS INCLUDE

1.Office administration skills; Experienced planning, coordinating, and facilitating physical meetings and remote video conferences.

2.Excellent secretarial and clerical skills: typing (50 words per minute), shorthand (100 words per minute), minute taking, attending to calls and emails, photocopying, scanning, distribution of documents and attending to visitors professionally. 3.ICT and communication skills: Great knowledge of Ms. Office applications (Word, Excel, Outlook and PowerPoint). Experience of using a school ERP system. Great use of internet and email. Excellent oral and written communication in English and Kiswahili. 4.Report preparation and writing skills: great skills in data collection, preparing and compiling reports, writing speeches and announcements. 5.Organization Skills: excellent skills in organizing schedules, meetings, calendars, venues, office setup and filing systems.

REFEREES

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Mr. Benedict Otieno

Deputy Principal

St. Mary’s School

P. O. Box 405**-*****

Nairobi

Tel: 072*******

ads4b6@r.postjobfree.com

Mr. Phillip Mwithaga

School Administrator

Braeburn Schools Ltd

P. O. Box 451**-*****

Nairobi

Tel: 072*******

ads4b6@r.postjobfree.com

Ms. Grace Karunyu

Secretary

Braeburn Schools Ltd

P. O. Box 45112 – 00100

Nairobi

Tel : 072*******

ads4b6@r.postjobfree.com



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