Executive Assistant Administrative Support

CAREN CHEBET NGETICH

EXECUTIVE ASSISTANT

**************@*****.*** +254********* LinkedIn Profile PROFFESIONAL SUMMARY

Results-driven Executive Assistant with 4+ years of experience providing high-level support to C-suite executives in fast-paced environments. Expert in complex calendar management, global travel coordination, and confidential information handling. Skilled in optimizing executive productivity through proactive problem-solving, tech automation, and cross-functional collaboration.

AREARS OF EXPERTISE

● Executive Support & Calendar Management

● Travel Coordination & Expense Reporting

● Confidential Information Handling

● Email & Communication Management

● Meeting Preparation & Action Tracking

● Google Workspace & Slack Proficiency

● Project Tracking (Asana/Notion/Trello).

CAREER HIGHLIGHTS

● Travel Logistics: Reduced executive travel issues by 20% through seamless itinerary planning.

● Calendar Optimization: Achieved 100% schedule accuracy for CEO by anticipating conflicts.

● Productivity Boost: Cut executive email response times by 50% with automated systems.

● Project Efficiency: Drove 25% faster project completion by streamlining team coordination. WORK EXPERIENCE

FINLEY TECHNOLOGIES (ATHENA) – San Francisco, USA (Remote)April 2023 – February 2025 Executive Assistant.

● Travel Coordination: Orchestrated complex domestic/international travel arrangements including multi-city itineraries, flight bookings (negotiating premium airline status), hotel accommodations (15% cost savings through corporate rates), and secure ground transportation, implementing real-time travel dashboards that reduced disruptions by 20% while handling last-minute changes.

● Calendar Management: Managed CEO's 300+ monthly appointments across global time zones with proactive conflict resolution, buffer time implementation, and pre-meeting briefs, achieving 100% schedule accuracy while optimizing executive productivity.

● Executive Communications: Developed automated email management system (Zapier/Gmail filters) with priority tagging and template library, reducing response times by 50% and maintaining inbox zero daily for all C-suite correspondence.

● Confidential Operations: Handled sensitive materials including NDA-protected documents and board reports using encrypted SharePoint/LastPass systems, with 100% compliance in processing $500K+ annual expenses via Concur.

● Virtual Event Leadership: Organized 50+ high-stakes virtual events (Zoom/Teams) with customized run-of-show documents and post-event analytics, achieving 90% attendee satisfaction and 15% increase in client retention.

● Strategic Initiatives: Proactively supported key projects by implementing Salesforce CRM (20% data accuracy boost) and Asana-based collaboration frameworks, resulting in 25% increased project efficiency.

● Crisis Management: Served as executive proxy during emergencies, coordinating resources across 5 time zones and delivering real-time stakeholder updates to maintain operational continuity with zero disruptions. MY ALIGNED LIFE – Remote April 2023 – January 2024 Virtual Assistant

● Automated 15+ workflows (Zapier/Google Workspace) for CRM/client management, saving 12+ hours weekly Google Workspace, email management)

● Reduced client onboarding by 65% via Notion portal with personalized dashboards digital filing systems, project tracking)

● Improved team collaboration through Slack-Asana integrations, cutting email volume 30% ( Slack, communication platforms)

● Eliminated 7+ low-value hours weekly via Toggl time analytics ( time management, organizational skills)

● Optimized Calendly scheduling, reducing no-shows 20% to reclaim $8K/quarter ( proactive problem-solving)

● Increased client retention 20% by developing data-driven service tiers ( relationship building, strategic initiatives) UPWORK FREELANCING – Remote

Virtual Assistant Customer Support (Part-Time)April 2020 - February 2022

● Optimized Calendly scheduling, reducing no-shows 20% to reclaim $8K/quarter (proactive problem-solving)

● Optimized CRM systems for multiple SaaS clients, improving data accuracy by 20% and increasing sales tracking efficiency by 15%.

● Conducted competitor research, providing insights that enhanced client decision-making and contributed to a 15% increase in sales.

EDUCATION

Egerton University – Bachelor’s Degree in Biomedical Sciences & Technology ALX Africa – ALX Virtual Assistance Certification

ALX Africa – ALX Artificial Intelligence Career Essentials SKILLS AND KEY ACHIEVEMENTS

● Google workspace

● Slack, Zoom, Microsoft

Teams

● Microsoft Office Suite

(Word,Excel,

PowerPoint, Outlook)

● Chat

GPT,Deepseek,Claude,G

emini.

● Trello, Asana, ClickUp

● Ramp,Concur, Expensify

● OneNote, Evernote

● LastPass, Signal

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