Hope Ndambuki

My portfolio Hope Ndambuki Executive Virtual Assistant | Workflow Automation & Admin Support From Clutter to Clarity! HI, I’M HOPE an experienced Executive Virtual Assistant with expertise in Workflow optimization, Calendar management, and Project Coordination. Known for bringing calm structure to fast-paced teams by automating routine tasks, streamlining operations, and ensuring smooth workflows throughout projects with precision and attention to detail. Dedicated to enhancing productivity, supporting team efficiency, and allowing clients to focus on their core business goals. I handle the how, so you can focus on the why! - Services Offered Simplifying Operations Set up and manage Project Workflows Organize Executive Schedules and team Calendars Streamline Admin systems for easier daily operations Create intuitive file structures and shared drives for easy document access. Build reusable templates for recurring tasks and processes Boosting Productivity Automate routine Emails, Check-ins and reporting Eliminate task bottlenecks with optimized Workflows Keep communication clear and organized Create visual boards (Asana, Trello) to track progress and align teams. Set up shared dashboards for real-time updates on task and project status. Lightening Your Workload Proofread internal and external communication Coordinate Travel bookings and business Trip logistics Conduct targeted Research and manage Data insights Prepare presentation materials, briefs, and summaries ahead of meetings. Manage inbox filtering, flagging and prioritization to reduce overload. Skills & Expertise Admin & Organizational Skills Calendar/Email Management: Organizing Schedules and Managing Communications Task & Deadline Management: Prioritizing and tracking tasks for timely delivery. Document & File Management: Structuring and maintaining business files Travel Logistics: Booking and coordinating travel arrangements Data Management: Ensuring accuracy and organization of business data Technical & Communication Skills Project Management: Coordinating tasks and timelines using tools like Asana Workflow Automation: Streamlining tasks with Zapier, Google Forms and sheets Proofreading & Editing: Ensuring accuracy and professionalism in documents Reporting & Insights: Generating structured reports and data driven insights Google Workspace & Microsoft Office: Creating and managing documents and spreadsheets Soft Skills Client & Team Collaboration: Facilitating communication and teamwork Attention to Detail: Ensuring precision in every task Problem - Solving: Finding solutions to workflow and project challenges Adaptability: Adjusting quickly to changing needs Time Management: Balancing tasks and meeting deadlines Additional Expertise Admin Support: Managing day to day tasks Research & Data Management: Conducting research and providing actionable insights Client Onboarding & Task Management: Creating smooth onboarding experiences and tracking client progress Experience Executive Virtual Assistant | Freelance Freelance | - Present Supported Executives & Entrepreneurs with Calendar/Email management and Admin tasks Coordinated projects using Asana and streamlined daily operations Automated team check-ins and client follow-ups using Google Forms + Zapier Proofread reports, Emails and internal docs for accuracy and tone Managed travel bookings, itineraries and meeting prep Administrative & Research Assistant) SciQuiry Inc Conducted detailed research and compiled structured data sets Organized documents, tracked deadlines and supported internal teams Assisted with workflow improvements and document formatting Portfolio Projects (Ongoing) Weekly Team Check-in Automation - Automated recurring team reminders + reporting Client follow-up system - Built using Google Forms, Sheet and Zapier Massachusetts Charter School Research - Verified contact info and structured data for 84 schools Proofreading Projects - Reviewed business documents for clarity, grammar and Portfolio Highlights Project Management: Coordinated client onboarding using Asana, set up task flows, tracked progress, and ensured timely completion. Workflow Automation: Automated weekly check-in reminders and followup emails using Google Forms, Sheets, Gmail, and Zapier. Admin System Setup: Created structured digital filling systems and admin workflows to simplify day to day operations Travel Planning: Planned and booked a complete business trip to New York, including flights, hotel, and itinerary coordination. Proofreading & Editing: Reviewed and polished internal memos, client communications, and business documents for clarity and tone. Research & Data Management: Compiled verified leadership contact information for 86 charter schools in Massachusetts Executive Support: Managed Calendars and streamlined inboxes for improved Executive productivity and timely communication Client Follow-up systems: Built an automated system for collecting form responses logging them in Google sheets and sending follow-up emails Project Gallery Here’s a glimpse into what I do best. These projects reflect how I support busy professionals with organized systems, automated workflows, and practical solutions, all designed to save time and reduce stress. Created Automated Client Follow-up Workflow Used Google Sheets & Zapier that sends personalized Gmail follow-up emails 3 days after a new client is added to the sheet. This workflow also updates the follow-up status in the sheet automatically, reducing manual tracking & ensuring timely client engagement Weekly Team Check-In Automation Designed & implemented a system using Google forms for weekly team check-ins, integrated with Asana via Zapier. Each submission auto-generates a task in dedicated Asana board for better visibility, accountability and tracking of weekly updates. Structured Task Management Board in Asana Created a visual project board in Asana with columns for task stages, assigned tasks to team members and set deadlines. This board ensures clarity and progress tracking for daily workflows and collaborative tasks. Digital Filling System & Admin Workflow Setup Set up a structured Google Drive system to organize client docs, tasks and reference materials. Included naming conversations, Folder hierarchy & doc-sharing workflows for easy access & time efficiency. Managed Executive Calendar using Google Calendar, booked meetings, added topics & ensured alignment with team availability High-Priority Messages were flagged & Follow-ups Scheduled Promptly. Scheduled team meeting, shared agenda in advance and noted key attendees follow-up postnoted meeting Scheduled team meeting,and shared agenda intasks advance, key attendees and follow-up tasks post meeting. Itinerary & Business Trip to NewYork Conducted in depth, Online research & Compiled Verifiedv Dataody text Assisted with project Planning, Supported Outreach & Tracked tasks related to recycling campaign efforts. Scheduled team meeting, shared agenda in advance and noted key attendees and follow-up tasks post meeting Tools & Systems 🎓 Education & Certifications 💻 Virtual Assistant Certificate ALX Africa Trained in: Email & Calendar Management Travel Planning & Virtual Communication Task Coordination I completed practical projects involving Administrative Support & Workflow Optimization 🔄 Workflow Specialist Certificate Asana Foundation Focused on: Building, Optimizing & Automating Workflows Project Coordination & Productivity improvement, Demonstrated skills in Task Management, Team Collaboration & Project Tracking using Asana 📝 Proofreading Certificate Cornerstone OnDemand Foundation Skills acquired: Gained proficiency in in Editing & refining written content for clarity, grammar, punctuation and tone. Applied proofreading techniques across professional documents. 📋 Project Management Certificate Coursera Learned core Project Management principles including -Planning, -Execution, - Risk Management -Communication Gained hands-on experience with tools like Gantt & stakeholder analysis Remoteready CONTACT Get In Touch - -Nairobi, Kenya Turning Complexity into Clarity, one System at a time!