Marion Kimutai
Dubai
Summary
Professional, detail-focused administrative expert with proven track record in executive support roles. Adept at managing complex calendars, coordinating travel, and streamlining office procedures for optimal efficiency. Known for exceptional organizational skills and ability to adapt to dynamic environments, ensuring team success and goal achievement.
Overview
6
6
years of professional experience
1
1
Certification
Work History
Virtual Executive Assistant
Freelance
08.2023 - Current
- Expense Management: Successfully reduced office expenses by 15% annually through meticulous budgeting and tracking of over $1M in operational costs for the executive office.
- Meeting Coordination: Developed and implemented detailed meeting agendas for over 30 executive conferences, resulting in a 25% increase in meeting efficiency and more effective use of time.
- Team Collaboration: Collaborated with a cross-functional team of 10+ members to achieve project goals, enhancing communication among stakeholders and improving project delivery timelines by 20%.
- Liaison Role: Acted as a key liaison between executives and various departments, coordinating effectively to manage over 50 interdepartmental requests per month, ensuring successful collaboration and timely information flow.
- Travel Coordination: Optimized time management for three executives by arranging travel itineraries for over 50 business trips annually, improving travel efficiency and cost savings by 10%.
- Process Improvement: Increased overall productivity by initiating and developing process improvements for administrative tasks within executive support, resulting in a 30% improvement in task completion times.
- Issue Resolution: Expedited resolution of operational issues by addressing 15+ day-to-day concerns daily, ensuring prompt attention to detail and maintaining high standards of service.
- Communication Enhancement: Improved interdepartmental communication by organizing and coordinating meetings and sharing relevant information weekly, leading to a more collaborative work environment.
- Event Coordination: Successfully coordinated 10 major corporate events annually, ensuring seamless execution from planning to logistics management, while maintaining budgets of up to $100,000 per event.
Executive Assistant
IQAIR
05.2020 - 08.2023
- Confidential Information Management: Handled over 100 confidential and sensitive documents monthly with discretion and tact, ensuring compliance with company policies.
- Calendar Management: Efficiently managed executive calendars for 5+ senior leaders, scheduling an average of 40 meetings and appointments monthly while coordinating travel arrangements to maximize time utilization and minimize scheduling conflicts.
- Office Inventory Management: Monitored office inventory for supplies, tracking usage and placing orders for essential items, resulting in a 20% reduction in overstock and ensuring smooth daily operations.
- Executive Correspondence Support: Screened and triaged an average of 100 calls and emails weekly, responding to inquiries or redirecting communications to support efficient executive correspondence.
- Conference Coordination: Organized and coordinated 12 conferences and monthly meetings annually, ensuring all logistical aspects were managed and enhancing team engagement and productivity.
- Travel Expense Processing: Processed travel expenses and reimbursements for a team of 10 executives, ensuring accuracy in reporting and timely submissions, contributing to an efficient expense reimbursement cycle.
- Research Support: Supported executives in critical decision-making processes by conducting in-depth research and presenting findings in clear formats, enhancing the quality of decision-making for key initiatives.
- Streamlined Communication: Oversaw executive communication management by effectively handling emails and phone calls, ensuring prompt routing and response to maintain high service standards.
- Confidential Document Handling: Maintained confidentiality with sensitive documents, ensuring proper storage for over 200 files and responsible distribution to authorized personnel only.
- Budget Management Contribution: Contributed to budget management efforts by monitoring a budget of $1M, providing detailed and timely expenditure reports that informed financial planning.
- Board Meeting Support: Delivered professional administrative support during 6 board meetings annually, which included agenda preparation, minute-taking, and distribution of meeting notes, ensuring clarity and accountability.
Administrative Assistant
Knight Frank Int'l
01.2019 - 05.2020
- Customer Service Excellence: Delivered outstanding customer service by promptly responding to an average of 50 client inquiries weekly, effectively addressing concerns and fostering strong relationships with clients to enhance satisfaction.
- Multi-Line Phone Management: Efficiently operated a multi-line phone system, routing an average of 75 calls per day, delivering messages to staff, and greeting over 25 visitors daily to ensure a welcoming office environment.
- Inventory Coordination: Coordinated office supply inventory management, proactively ordering necessary items well in advance of depletion, resulting in a 30% reduction in workflow disruptions and maintaining continuous office operations.
- Accurate Record-Keeping: Ensured accurate record-keeping through diligent data entry and database management for vital company information, maintaining a comprehensive system for over 500 records with a 98% accuracy rate.
- Confidentiality Maintenance: Maintained the confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems, contributing to a secure and compliant work environment.
- Document Organization Improvement: Improved document organization through thorough file maintenance, successfully archiving 300+ outdated records as necessary for efficient retrieval and enhanced operational efficiency.
- Employee Onboarding Support: Assisted in onboarding new employees by preparing and distributing training materials, coordinating orientation schedules for over 10 new hires quarterly to ensure smooth integration into the team.
- Positive Work Environment Promotion: Fostered a positive work environment by utilizing effective communication skills to promote teamwork and professional relationships among a staff of 20+, contributing to a collaborative culture.
Education
Master of Arts - Project Management
University of Wollongong
Western Australia10-2024
Bachelor of Science - Accounting And Finance
Strathmore University
Nairobi, Kenya07-2022
Skills
- Office operations efficiency
- Effective verbal and written communication
- Detail-oriented information management
- Task prioritization
- Proactive problem-solving
- Client-focused service
- CRM management
Certification
- CAP - Certified Administrative Professional
- Microsoft Office Specialist
- Technology Applications Specialty Certificate
- Professional Administrative Certificate of Excellence
Languages
English
Bilingual or Proficient (C2)
Arabic
Intermediate (B1)
German
Upper intermediate (B2)
Swahili
Bilingual or Proficient (C2)
French
Advanced (C1)
Timeline
Virtual Executive Assistant
Freelance
08.2023 - Current
Executive Assistant
IQAIR
05.2020 - 08.2023
Administrative Assistant
Knight Frank Int'l
01.2019 - 05.2020
Master of Arts - Project Management
University of Wollongong
Bachelor of Science - Accounting And Finance
Strathmore University
Similar Profiles
Narges AslamiNarges Aslami
Hair and Makeup Artist at FreelanceHair and Makeup Artist at Freelance
MITHUN PALLIYALIMITHUN PALLIYALI
Senior Marketing Specialist at FreelanceSenior Marketing Specialist at Freelance
Andrii NaumenkoAndrii Naumenko
Game Developer - Roblox Platform at FreelanceGame Developer - Roblox Platform at Freelance