Calista Ezuma

ABOUT ME “Hi, I’m Calista Ezuma, An organized and dedicated Administrative Assistant with over four years of experience in providing efficient and high-quality administrative support to Founders, Startups and organizations.I help entrepreneurs and businesses like yours stay productive, organized and efficient by handling their day to day administrative tasks to achieve business goals, saving you 30+ hours weekly. Let’s talk about your need 👩‍💻 - VIRTUAL ADMINISTRATIVE ASSISTANT Email Management SCHEDULING & reminders data Organization Client portal Management FILE MANAGEMENT expense Project coordination Intro reporting & INVOICing CLIENT REVIEWS CALISTA EZUMA PORTFOLIO PAST PROJECTS These projects highlight my expertise as a Virtual Administrative Assistant. Each project demonstrates my ability to streamline processes, enhance efficiency, and deliver measurable results. From managing inboxes and calendars to organizing data and coordinating projects, these samples illustrate how I consistently add value to my clients’ businesses. Email/INBOX management • I managed a Director’s professional inbox, handling 150+ emails daily. • I prioritized and labeled emails, responded to customer inquiries, and resolved 50+ queries within a day, ensuring timely communication with clients and collaborators. RESULT: • Achieved a 95% customer satisfaction rate and reduced email response times by 30%, enhancing the client’s reputation for reliability. SCHEDULING AND CALENDAR MANAGEMENT • I managed the CEO’s calendar, coordinating 20+ weekly appointments, scheduling meetings with stakeholders, and preparing materials in advance. • I also flagged priority events and ensured seamless integration with team schedules. RESULT: • Increased productivity by 20% and saved the CEO 10+ hours weekly by preventing scheduling conflicts and optimizing their time. DATA Organization and DocumentationChapter 1 • For a healthcare organization, I entered and updated 1,000+ patient records into the organization’s CRM system with 100% accuracy, ensuring compliance with data privacy regulations. • I also created spreadsheets to track patient follow-ups and services provided. RESULT: • Reduced data retrieval time by 40% and contributed to error-free reporting for regulatory compliance. Project COORDINATION • Using Trello, I managed a marketing campaign timeline, assigned tasks to a team of six, and tracked deliverables. • I conducted weekly check-ins to ensure milestones were met ahead of deadlines. RESULT: Successfully delivered the campaign two days early, boosting the team’s productivity by 25% and increasing client satisfaction. TRELLO & ASANA Client portal MANAGEMENT • For a SaaS Company, I handled the management of the client portal, ensuring that client accounts were updated, onboarding new users, and resolving technical issues promptly. • I also customized user settings based on client requirements and monitored account activity to address any discrepancies. RESULT: Streamlined client onboarding processes, reduced technical issue resolution time by 40%, and improved overall client satisfaction scores to 92%. FILE MANAGEMENT • I reorganized the firm’s document system, categorizing 500+ files, implementing a clear folder structure, and securing critical files with encrypted backups. Result: Reduced file retrieval time by 40% and improved document-sharing efficiency for case management. EXPENSE REPORTing and invoicing • I tracked monthly expenses by organizing receipts, categorizing transactions, and preparing detailed reports for tax filings. • I also generated and sent invoices to clients, following up to ensure timely payments. Result: Achieved 100% accuracy in financial records, improved cash flow, and reduced overdue payments by 20%. CLIENT REVIEWS CERTIFICATIONS LET’S TALK ABOUT HOW I CAN ASSIST YOU Contact me:-- Calista Ezuma