Administrative Assistant Human Resources

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CORE COMPETENCIES

KEY PROFESSIONAL SKILLS

Summary Profile

Dedicated Administrative Assistant with over 3 years of experience supporting large office operations across multiple departments, including (Accounts) and Human Resources. Proven ability to streamline workflows and enhance interdepartmental communication for improved organizational efficiency. Highly proficient in Microsoft Office Suite, with strong organizational, time-management, and multitasking skills. Recognized for professionalism, discretion, and the ability to handle confidential information with integrity. A proactive, detail-oriented team player with excellent communication and interpersonal skills, committed to achieving goals and supporting team success.

Administration Records Keeping Office Management Spread Sheets Quick Learner

Team leadership Organizational skills Excellent interpersonal and communication skills Team Player and adoptable to different working conditions Flexibility and Responsiveness

Excellent written and verbal communications skills (in both English and Swahili), including dealing with customer complaints and giving formal presentations to executives.

Proficient in all Microsoft Office applications.

Business acumen including proven negotiation and management skills

Strong interpersonal skills capable of building strong working relationships and influencing customers and internal teams

Strong interpersonal skills, team player with the ability to effectively influence others into action

Demonstrated skills in databases management and use for monitoring of procurement, inventory, and forecast needs.

Experience planning, coordinating, and facilitating physical meetings and remote video conferences

Extremely organized and attentive to detail.

Comfortable performing a variety of roles, including payroll support, front desk reception, personal assistant, and organizational point of contact

SILPHANUS ANJELA IREKO

Email: **************@*****.*** Phone: +254-***-***-*** 2

Admin/Secretary/Accounts/Accounts Support Officer Gymkhana (Sports Club) Nairobi Oct. 2023 to date Key Contributions & Results:

Drafted and managed contracts, service agreements, and MOUs with vendors and partners, ensuring legal and operational compliance.

Handled all official correspondence with members and reciprocal clubs, resolving queries and complaints with professionalism.

Managed bookings and schedules for Club facilities, ensuring adherence to approved rates and smooth coordination of usage.

Ensured timely renewal of licenses and permits, including Occupational Health & Safety compliance.

Maintained secure, organized document and records management systems for all departments.

Assisted in planning and executing Club events and functions in collaboration with internal teams and external service providers.

Prepared and updated staff contracts, rosters, leave schedules, and maintained comprehensive HR files.

Supported the Financial Controller and Hon. Secretary with staff performance tracking and reporting.

Served as Executive Secretary to the Management Committee; organized meetings, drafted agendas, minutes, and ensured follow-ups on action points.

Oversaw design and timely circulation of internal notices, circulars, and announcements.

Managed membership administration: receipting, responding to inquiries, and updating records.

Posted daily accounting entries to ERP; reconciled POS collections, sales, payments, and bank activity.

Prepared supplier quotations, processed procurement transactions, and reconciled ledgers.

Assisted with AGM/SGM logistics and registration of members prior to voting.

Coordinated local and overseas accommodation bookings for guests and members.

Provided executive-level administrative support including calendar management, travel coordination, meeting preparation, and handling confidential information.

Key Achievements:

Key Achievements:

Enhanced Operational Efficiency: Spearheaded the drafting and standardization of contracts, MOUs, and service agreements, resulting in faster approval cycles and reduced legal back-and-forth by 30%.

Strengthened Member Relations: Maintained a 100% response rate to member queries and complaints, increasing member satisfaction scores and contributing to higher member retention.

Optimized Facility Usage: Developed a streamlined booking and scheduling system for Club facilities that improved usage tracking and led to a 20% increase in bookings and timely billing.

Ensured Full Regulatory Compliance: Oversaw the timely renewal and acquisition of Club licenses and permits (e.g., NEMA, Fire Safety, OHS), ensuring zero operational disruptions or penalties. CAREER HIGHLIGHTS

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Revamped Records Management: Digitized and reorganized the Club’s physical and digital filing system, reducing document retrieval time by 70% and improving audit readiness.

Streamlined Event Planning: Successfully coordinated over 40 major Club events by acting as liaison between departments and service providers, ensuring seamless execution and positive member feedback.

Professionalized HR Administration: Prepared and maintained accurate staff contracts, leave schedules, and duty rosters, improving payroll accuracy and workforce planning.

Supported Executive Leadership: Acted as Executive Secretary to the Management Committee—managed confidential reports, drafted minutes and circulars, and coordinated communication on sensitive matters.

Improved Financial Accuracy: Entered financial data and reconciled member facility payments from POS and accounting ERP systems with precision, ensuring up-to-date and error-free records.

Strengthened Procurement Oversight: Prepared accurate quotations and maintained proper reconciliation of purchase orders, vendor deliveries, and ledgers, enhancing financial transparency.

Meeting and Diary Management: Managed calendars, reminders, and meeting logistics for senior executives, ensuring timely follow-ups and preparation of key documentation.

Strengthened Reciprocal Relations: Maintained communication with over 20 local and international reciprocal clubs, facilitating member access and strengthening Club partnerships.

Membership Receipting & Inquiries: Ensured accurate receipting of member subscriptions and prompt resolution of membership-related inquiries, contributing to smooth front-office operations.

Accommodation & Guest Handling: Efficiently handled local and international accommodation bookings and special guest requirements, ensuring high service standards and guest satisfaction.

Key AGM & SGM Support: Played a central role in annual and special general meetings by preparing documents, registering members, and ensuring a smooth voting process. Attachment National Social Security Fund, Nairobi Jul. 2023 May – 2023 August Key Contributions & Results:

Facilitated the registration of employers in compliance with organizational and statutory procedures.

Conducted member registration, ensuring accurate data capture and system entry.

Managed the printing and issuance of member statements, ensuring timely and error-free delivery.

Provided customer service and member education, addressing inquiries and guiding users on benefits, policies, and procedures.

Assisted employers and members with the filing of online returns via the e-service platform, offering technical support and guidance.

Handled document retrieval, filing, and archiving of letters and official records for easy access and reference.

Performed data analysis to identify trends, improve reporting accuracy, and support decision-making. 4

LANGUAGES

EDUCATION & CREDENTIALS

REFERENCES

English: Fluent

Kiswahili: Fluent

Bachelors of Commerce (Accounts Major)- Kenya College of Accounting University (KCAU), 2024 to date

Diploma in Business Management- Kenya College of Accounting University (KCAU), 2021-2023

Kenya Certificate of Secondary Education – Parklands Arya Girls High school, 2016 - 2019 Available Upon Request

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