Faith Musili Muthama

FAITH M. MUTHAMA Operations | Administration | Executive Assistant - - Nairobi, KE https://www.linkedin.com/in/faith-m-a5724a133/ SUMMARY Accomplished Administrative Executive Assistant with extensive experience orchestrating operational enhancements and strategic initiatives that have significantly boosted efficiency, productivity, and profitability. Proven success in leading corporate restructurings and implementing data-driven decisionmaking processes, resulting in a 40% increase in process efficiency, a 25% cut in overhead costs, and a 20% rise in year-over-year revenue. Adept at fostering cross-functional collaboration and driving organizational change, with a track record of improving customer retention by 30% and enhancing employee engagement. KEY SKILLS C-Level Relationships Corporate Administration Project Management Teamwork & Collaboration Anticipation Client Relationship Management Budget & Expense Reports Decision Making Interpersonal Skills Vendor Management Leadership Business Correspondence Multitasking Office Management Critical Thinking Composure Under Pressure Operations Management Process Improvement Time Management Executive Support Communication Travel Coordination Inventory Management Analytical Problem Solving Records Management Planning & Implementation Proactive and Confident Event Planning Organizational Development Discretion and Confidentiality Calendar Management Scheduling Adaptability Prioritization Technique Regulatory Compliance TECHNICAL SKILLS Xero | ApprovalMax | NetSuite | Trello | Asana | Mailchimp | Telerivet | Slack | Monday.com | Notion | Zendesk | AnyDesk | G-Suite | Zoom | Canva | MS Office Suite | Calendly, PROFESSIONAL EXPERIENCE Administrative Executive Assistant NGARUIYA INVESTMENTS LIMITED Jul '24 - Present Nairobi, KE • Managing the flow of information to and from the executive office, including briefing the CEO on critical issues and coordinating communication with internal and external stakeholders. • Overseeing special projects and initiatives that fall outside the scope of regular departmental activities, ensuring they align with organizational goals. • Assisting in the development and implementation of organizational policies and procedures to improve efficiency and effectiveness. • Representing the CEO or executive team in meetings with staff, external partners, and stakeholders when necessary. • Monitoring the organization's performance against strategic goals and providing reports to the CEO and board of directors. • Building and maintaining relationships with key partners, stakeholders, and external entities to advance the organization's interests. • Providing leadership, direction, and mentorship to staff as needed, and helping to resolve any conflicts or issues that arise. KEY ACHIEVEMENTS • Orchestrated a strategic overhaul of company-wide operational procedures, resulting in a 40% increase in process efficiency and a 25% reduction in overhead costs over 1 year. • Directed the planning and execution of a corporate restructuring that led to a 15% increase in employee productivity and a 10% improvement in employee engagement scores. • Implemented a comprehensive data analysis system that tracked key performance indicators, enabling the leadership team to make data-driven decisions and achieve a 20% improvement in year-over-year revenue growth. • Led a cross-departmental initiative to streamline internal communication, resulting in a 50% reduction in email volume and a significant increase in cross-functional collaboration and project turnaround time. Office Administrator & Receptionist UMSIZI LLP Feb '22 - Jun '24 Nairobi, KE Executive Assistant • Enhanced Stakeholder Relations: Strengthened relationships between Managing Partners and key stakeholders, resulting in improved satisfaction and smoother communication channels. • Efficient Calendar Management: Implemented a streamlined calendar management system, reducing scheduling conflicts by 20% and ensuring all meetings and events were well-coordinated. • Effective Communication Coordination: Implemented strategies to enhance internal communication efficiency, resulting in quicker decision-making processes and better task prioritization. • Meeting Preparation and Follow-Up: Implemented a proactive approach to meeting preparation, including comprehensive agenda creation and diligent follow-up on action items, resulting in increased meeting effectiveness and accountability. Finance & HR Support • Streamlined Recruitment Process: Optimized the recruitment process, reducing time-to-hire by 15% through improved coordination, advertising strategies, and effective candidate screening. • Financial Management: Successfully managed the office budget, achieving 20% variance analysis accuracy and ensuring financial objectives were consistently met. Office Management • Improved Office Efficiency: Implemented new office procedures and systems that enhanced operational efficiency by 50%, including streamlined filing systems and improved supply requisition processes. • Compliance and Documentation: Ensured strict adherence to legal compliance and documentation standards, resulting in improved audit outcomes and operational transparency. External Stakeholder Management • Vendor and Client Relationship Management: Developed strong relationships with vendors and clients, resulting in improved service delivery and timely invoice payments, reducing payment delays by 10%. • Negotiation and Contract Management: Successfully negotiated contracts with vendors and service providers, achieving 5% cost savings without compromising service quality. Executive Assistant LINKARK AFRICA GROUP Oct '20 - Dec '21 Nairobi, KE Executive Support • Executed a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that was sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. • Orchestrated communications directly, and on behalf of the MD, with staff, and others, on matters related to MD's programmatic initiatives. • Prioritized, and followed up on incoming issues and concerns addressed to the MD, including those of a sensitive, critical or confidential nature. Determined appropriate course of action, referral, or response, exercising judgment to reflect the MD’s style and organization policy. • Provided a bridge for smooth communication between the MD's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff. • Coordinated effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acted as a "barometer," having a sense of the issues taking place in the environment and keeping the MD updated. Board Support and Liaison • Served as the MD's administrative liaison to the company's board of directors. • Oversaw all logistics for Board meetings and events: scheduled meetings; drafted agendas; developed, compiled, and distributed presentation materials; and recorded meeting minutes. Senior Management Liaison • Participated as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings • Coordinated the agenda of senior management team meetings and off-site, and all-staff meetings. • Managed information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. School Operations Associate NOVA PIONEER KENYA May '18 - Jul '20 Nairobi, KE Streamlined Administrative Processes: Implemented efficient workflows that reduced administrative overhead by 15%, enhancing operational efficiency across all school departments. Implemented Cost-Saving Initiatives: Introduced strategic cost-saving measures resulting in a 10% reduction in operational expenses without compromising on quality or service delivery. Optimized Facility Management: Improved facility management practices, leading to a 25% decrease in maintenance costs while ensuring optimal functionality and appearance of school premises. Enhanced Staff Development Programs: Designed and facilitated tailored training programs for administrative staff, resulting in a 30% increase in employee satisfaction and productivity. Improved Parent and Community Relations: Strengthened relationships with parents and the community through proactive communication strategies, resulting in a 15% increase in positive feedback and engagement. Led Successful Accreditation Process: Directed the school's accreditation process, achieving re-accreditation with commendation from accrediting bodies. Implemented Green Initiatives: Initiated sustainability programs, including waste reduction and recycling initiatives, achieving a 20% decrease in the school's environmental footprint. Managed Event Logistics: Orchestrated seamless logistics for major school events, ensuring high attendee satisfaction and positive feedback from stakeholders. Ensured Compliance with Regulatory Standards: Maintained strict adherence to regulatory requirements and standards, resulting in zero compliance issues during external audits. School Operations Coordinator NOVA PIONEER KENYA Dec '17 - May '18 Nairobi, KE • Supervised general Campus Operations - Conducting periodic school walkabouts to ensure proper and efficient utilization and storage of school assets. • Managing the Teacher stationery store and cleaning materials - Created a tracker to track check-i and check out of items from the store and also to track reordering levels. • Managed and coordinated external trips for students and shared the details with the logistics manager for assigning driver(s) then shared the final details with teachers in charge. Administrative Assistant/Receptionist NOVA PIONEER KENYA • • • • • • • Dec '15 - Nov '17 Nairobi, KE Welcomed visitors and directed them to meet the respective persons. Managed the school central calendar - Received events notification from service line manager(s) and scheduled them on the calendar respectively. Maintained students’ records - Received and filed students’ documents during the admission process. Acted as the PA to the school principal - Managed his calendar and scheduled meetings for parents or investors. Received and dispatched deliveries - Invoices, parcels, receipts, and students’ items delivered by parents. Managed petty cash - Disbursement and reconciliation. Sent out weekly communication/updates to all parents through Mail chimp and Telerivet. Records Management Assistant KENYA PORTS AUTHORITY [KPA] Jun '13 - Feb '14 Nairobi, KE • Provided specialist advice, supported efficient quality processes in record management -this included developing, and documenting relevant procedures on information storage, retrieval, retention, and destruction according to company policies. • Assisted branch management with forecasting and planning through preparation of reports and suggesting recommendations for document and records management-related policies. ACHIEVEMENTS • Increased office efficiency by 20% using a results-driven approach from my expert knowledge of office management software. • Designed an efficient Storeroom Playbook which is being used in all 6 school networks. • Successfully developed systems such as Inventory Management/ Expense Tracker, petty cash disbursement/reconciliation trackers, Expense tracker which were also adopted by all school operations teams. • Nominated as Global Culture Hero and a Committee Member 2018 and was in charge of coordinating culture initiatives and staff events across the 4 campuses. • Successfully designed and developed information storage and retrieval system for the school. EDUCATION International Diploma in Business Management and Administration CAMBRIDGE INTERNATIONAL COLLEGE (CIC) Certificate in Library, Archives & Information Studies INTRAGLOBAL TRAINING INSTITUTE Certificate in Computer Application Packages KIBWEZI EDUCATIONAL CENTRE Kenya Certificate of Secondary Education ST. MARTIN'S SECONDARY SCHOOL Sep '24 - Present Jersey, UK Feb '11 - Dec '12 Nairobi, KE Oct '10 - Mar '11 Kibwezi, KE Feb '06 - Nov '09 Kibwezi, KE TRAINING & CERTIFICATIONS • • • • ALX Virtual Assistant (VA) Program by African Leadership X (ALX) | Sep '22 - Nov '22 Practical Accounting & Tax Preparation by Hisibati Consulting | April 4th '22 - April 29th '22 Certificate in Creativity and Problem Solving Skills from the Metropolitan School of Business & Management, United Kingdom | June '21 Certificate in Strategy & Operations from International Business Management Institute (IBMI), Berlin - Germany | Jul '20 REFERENCES Available on request.