Effie Ndinya
Dubai,United Arab Emirates
Summary
Experienced International Executive Assistant and Project Coordinator with over 10 years supporting C-suite executives in complex, multicultural environments through aviation and executive support roles. Strong ability to adapt communication and operations across different cultures and regions. Global projects and high-level stakeholders coordination across time zones and international locations. Strong background in VIP hospitality and event management, optimising workflows and enhancing efficiency through advanced workflow systems such as Asana, Expensify and other AI tools.
Overview
18
18
years of professional experience
Work history
Senior Executive Assistant/Office Manager
JCG
Dubai, United Arab Emirates
2023.11 - 2026.03
- Led cross-functional coordination of strategic initiatives, including office acquisition and relocation, delivering 100% on-time completion and seamless transition with zero operational disruption.
- Provides high-level executive support to senior leadership, managing complex calendars and international travel across 5 time zones, improving scheduling efficiency and reducing conflicts by 30%.
- Coordinates 20+ internal and external stakeholders across functions and regions, improving project execution timelines and reducing delays by 25%.
- Prepares executive-level reports, board packs, and briefing materials, enhancing decision-making efficiency and reducing follow-up clarifications by 30%.
- Oversees office operations within Dubai, ensuring 100% compliance with regulatory and corporate standards and maintaining audit-ready documentation at all times.
- Led travel optimization strategy, achieving 8–12% reduction in average ticket costs and improving spend visibility through structured monthly reporting and analysis.
- Increased advance booking compliance and reduced last-minute travel bookings by 30%, significantly lowering change penalties and improving cost control.
- Implemented Expensify for travel and expense management, reducing manual errors by 80% and achieving 100% audit-ready documentation with improved tracking and approval workflows.
- Developed cross-border commercial insight through engagement and delivering data-driven reports and 3+ strategic recommendations that improved executive planning and market alignment.
- Coordinated international travel logistics across multiple countries annually, achieving zero visa or itinerary errors and ensuring seamless execution of executive travel.
- Supported planning and execution of high-level meetings and VIP events, delivering 100% successful execution aligned with international hospitality and confidentiality standards.
- Managed expense reporting and account reconciliations with 100% accuracy, improving financial transparency and reporting efficiency.
- Maintained legal and contractual documentation with zero compliance gaps, ensuring full audit readiness and secure document control
Personal Assistant/Property Manager
Private Family Business
2020.09 - 2023.10
- Provided dedicated support to high-net-worth individual, managing confidential personal and business matters with discretion and professionalism.
- Managed portfolio of 100 residential properties, delivering maintenance and refurbishment projects with 100% on-time completion.
- Acted as primary liaison for 15 vendors and stakeholders, improving response and issue resolution time by 25%, ensuring seamless day-to-day operations.
- Managed property budgets, expense tracking ensuring transparency and efficient cost management.
- Coordinated international travel logistics, including visas, itineraries, and cross-border arrangements
- Managed complex calendars and scheduling across personal and business commitments.
- Planned and executed high-profile events and private functions, maintaining exceptional hospitality standards.
- Maintained legal, tenancy, and contractual documentation, ensuring compliance and audit readiness.
Inflight Services Supervisor
Emirates Airlines
2007.10 - 2020.08
- Delivered premium service to international passengers, including VIP and high-profile individuals, ensuring exceptional hospitality standards.
- Managed in-flight operations and coordinated with multicultural teams across global routes.
- Handled high-pressure situations and customer escalations with professionalism and efficiency.
- Trained and supervised team members, ensuring compliance with safety and service protocols.
- Adapted communication styles across diverse cultural backgrounds to enhance customer experience.
- Maintained composure and service excellence in time-sensitive and complex environments.
Education
Bachelor of Arts - Business Management
University of Sunderland- UK
SunderlandAdvanced EA And PA Training
Nadia Global
DubaiGoogle Project Management Certificate
Skills
- International Project Coordination
- Executive & C-Suite Support
- Stakeholder & Government Liaison
- Multicultural Communication
- VIP & Hospitality Management
- Cross-border Logistics & Travel
- Event & Media Coordination
- Budget & Financial Administration
- Project Tools (Asana, MS Office, AI tools)
- Confidentiality & Compliance
Achievements
- Successfully coordinated multiple high-impact projects and office relocations, delivered on time and within budget.
- Streamlined office operations and executive support processes, improving productivity and efficiency.
- Optimized budgets and expense management, enhancing transparency and cost efficiency.
- Enabled effective board operations through precise coordination of meetings and follow-ups, supporting strategic decision-making.
- Implemented AI and digital tools (Microsoft Copilot, Fireflies.ai, Asana) to enhance productivity, data tracking, and project visibility.
Timeline
Senior Executive Assistant/Office Manager
JCG
2023.11 - 2026.03
Personal Assistant/Property Manager
Private Family Business
2020.09 - 2023.10
Inflight Services Supervisor
Emirates Airlines
2007.10 - 2020.08
Bachelor of Arts - Business Management
University of Sunderland- UK
Advanced EA And PA Training
Nadia Global
Google Project Management Certificate