Karey Gladys

KAREY W. GLADYS SUMMARY 747 Lakeview Huston, •-www.linkedin.com/in/gladys-muthee-a1b6b7144 Highly organized and solutions-driven Executive & Administrative Assistant with 8+ years of proven experience providing high-impact support to C-level executives, legal teams, and nonprofit organizations. Adept at managing complex calendars, coordinating travel and events, and maintaining seamless communication across stakeholders and departments. Skilled in legal document review, contract coordination, compliance tracking, and confidential case documentation. Brings strong accounting capabilities, including bookkeeping, financial reconciliation, and audit preparation using tools like QuickBooks and Excel. Exceptional at streamlining administrative workflows, improving operational efficiency, and supporting cross-functional project execution. Proficient in CRM systems (Salesforce, HubSpot), Microsoft Office Suite, Google Workspace, and internal communications. Known for discretion, precision, and the ability to anticipate needs in high-pressure environments. WORK EXPERIENCE Executive Assistant - Climate Guardians March 2025 - Present Executive & Legal Support: Delivered high-level administrative assistance to senior executives and legal teams, managing complex calendars, international travel, inboxes, and confidential documents with 100% schedule accuracy across 20+ global engagements. Financial Records & Bookkeeping: Maintained precise financial data using QuickBooks and Excel, ensuring full regulatory compliance and achieving zero audit flags across three consecutive audits. Accounts Payable & Receivable: Managed vendor invoicing and receivables workflows, accelerating payment cycles by 40% and improving vendor satisfaction and cash flow accuracy. Budget Tracking & Reconciliation: Oversaw monthly reconciliation of operational budgets exceeding $200K, reducing discrepancies by 90% and enhancing reporting efficiency by 35%. Audit & Compliance Coordination: Streamlined internal controls and prepared audit-ready documentation, contributing to a 100% audit pass rate and decreasing audit preparation time by 25%. CRM & Donor Management: Administered stakeholder databases (e.g., Salesforce), improving data accuracy by 45%, enhancing segmentation, and increasing donor campaign effectiveness by 30%. Email Management: Maintained an executive inbox response time of under two hours, cutting backlog by 60% and supporting quicker decision-making across teams. Grant & Fundraising Support: Supported the development and submission of 10+ successful grant applications and 4 donor campaigns, contributing to $120K+ in funding secured. Event & Webinar Coordination: Orchestrated logistics for 10+ workshops and stakeholder webinars, increasing attendance by 40% and strengthening community engagement. Volunteer & Team Leadership: Recruited and mentored over 50 volunteers and junior staff, boosting delivery capacity by 60% and improving onboarding efficiency. Operations & Workflow Optimization: Reengineered administrative systems, reducing internal process delays by 75% and driving faster task completion rates across departments. Impact & Financial Reporting: Developed monthly donor and program impact dashboards, improving reporting speed by 30% and data accuracy by 25%. Policy Monitoring & Risk Management: Maintained up-to-date knowledge of legal, donor, and environmental compliance regulations, ensuring 95%+ alignment and zero penalties. Executive Assistant - Planet Professional Nov 2021 - Nov-2024 Audit Preparation & Compliance: Supported internal and external audits through organized documentation and financial accuracy, contributing to a 100% pass rate. Document Management Automation: Digitized and indexed 500+ legal and administrative files, improving retrieval speed by 40% and saving over 30 hours/month in manual processing. Calendar & Travel Management: Maintained executive calendars and coordinated 50+ complex travel bookings annually, reducing planning time by 30% and eliminating scheduling conflicts. Customer & Stakeholder Communication: Managed 150+ weekly inquiries via phone, email, and chat, maintaining a 98% satisfaction rate and reducing repeat queries by 20%. Budget Monitoring: Tracked and managed departmental budgets totaling $250K+, aligning expenditures with forecasts and resolving discrepancies with a 98% accuracy rate. CRM Oversight: Built and maintained client databases using tools like HubSpot and Zoho, increasing data accuracy by 30% and boosting customer retention by 25%. Staff Development & Compliance SOPs: Designed and implemented standardized processes, training 3 junior staff and improving document accuracy and audit compliance. Contract Review & Legal Support: Analyzed over 200 legal contracts and created a searchable legal case database, improving retrieval efficiency by 25% and reducing review delays by 30%. Bookkeeping & Invoicing: Processed monthly invoices, staff reimbursements, and vendor payments using QuickBooks Online, reducing late payments by 40% and ensuring 98% reconciliation accuracy. Team Collaboration & Workflow Optimization: Led a process redesign across 3 departments, cutting paperwork by 75% and improving cross-functional collaboration. Procurement Tracking: Monitored purchase orders and vendor billing cycles, cutting invoice approval time by 35% and strengthening budget adherence. Email Management: Maintained professional inboxes with under 2-hour response times, cutting backlog by 60% and improving team-wide communication flow. Litigation Support & Case Database Creation: Assisted in preparing legal briefs and organized 50+ case files into a centralized, searchable system, cutting research time by 25% and enhancing internal legal workflows. Insight Reporting & Strategy Support: Analyzed operational data and compiled reports that supported project oversight, improved decision-making, and ensured alignment with strategic goals. Meeting Coordination & Documentation: Scheduled and facilitated meetings, prepared action-oriented minutes, and improved follow-through on deliverables by 30%. Legal Billing & Invoicing Support: Processed legal department invoices and external counsel billing using QuickBooks Online, reducing late payments by 40% and achieving 98% reconciliation accuracy. Legal Client & Stakeholder Liaison: Handled 150+ inquiries weekly from vendors, staff, and legal counterparts, maintaining a 98% satisfaction rate and ensuring smooth resolution of legal queries. Executive Assistant - Hall Chadwick QLD Audit Firm Dec 2017 - Oct 2021 Bookkeeping Support & Reconciliation: Managed daily bookkeeping tasks, including bank reconciliations, invoice tracking, and ledger updates, identifying and escalating inconsistencies that led to a 20% drop in financial reporting errors. High-Volume Data Entry & Accuracy Enhancement: Completed a data entry project involving over 200,000 source documents in just 6 weeks—10 days ahead of schedule—with a 98% accuracy rate. Introduced a cross-verification system, reducing entry errors by 55%. Financial Reporting & Excel Automation: Generated monthly financial statements using advanced Excel tools (PivotTables, VLOOKUP, conditional formatting), improving reporting precision and accelerating decision-making by 25%. Digital Accounting System Upgrade: Spearheaded the migration from a legacy accounting database to a modern platform, achieving zero downtime and enhancing team workflow continuity and data access across departments. Document Control & Audit Readiness: Digitized and categorized over 5,000 financial and administrative files, cutting retrieval time by 40% and ensuring smooth internal and external audit processes with 100% audit pass rate. Executive Calendar & Diary Management: Maintained complex, multi-time-zone calendars for senior executives with 100% scheduling accuracy, supporting frictionless meeting coordination, board reviews, and international travel planning. Meeting Coordination & Action Tracking: Scheduled, documented, and tracked deliverables for 3–5 high-level meetings per month, leading to a 35% improvement in project milestone accountability and cross-functional alignment. Administrative Operations & Vendor Coordination: Streamlined administrative workflows, reducing turnaround time by 30%. Managed vendor communications, processed invoices, and ensured timely procurement of office supplies and project materials. CRM Administration & Data Optimization: Maintained and segmented contact databases in HubSpot and Salesforce, increasing CRM accuracy by 50%, enabling more targeted donor/client outreach, and supporting sales/marketing teams in tracking KPIs. Client & Stakeholder Communication: Handled over 200 inquiries weekly via email, phone, and CRM-integrated chat systems, achieving a 95% satisfaction rate through prompt, solutions-driven communication. Project Coordination & Timeline Management: Assisted in the execution of 10+ cross-departmental projects, including budgeting, task tracking, and milestone reporting, resulting in 90% of projects being delivered on time and within scope. Executive Correspondence & Travel Logistics: Drafted high-level correspondence, briefing materials, and confidential reports. Coordinated 20+ complex travel itineraries, securing cost-effective options and reducing travelrelated disruptions by 40%. Communication Systems Optimization: Audited and streamlined over 1,000+ internal messages weekly, implementing a tagging and archiving strategy that improved team responsiveness and boosted communication efficiency by 35%. Task Management Software Proficiency: Utilized platforms like Asana, Trello, and Notion to manage shared executive workflows and task dependencies, shortening project completion timelines by 15%. Staff Onboarding & Workflow Optimization: Onboarded and trained 5+ junior team members, implementing SOPs for file organization, meeting documentation, and CRM data entry, increasing team-wide consistency and efficiency. Project Secretary/ Hyundai Construction-Geothermal Power Project March 2014- August 2017 Calendar & Travel Management: Managed complex executive and stakeholder calendars across time zones, organized multi-leg travel logistics, and reduced scheduling conflicts by 20% through proactive coordination and follow-ups. Bookkeeping & Budget Monitoring: Maintained up-to-date books using QuickBooks Online, tracked project expenses, and ledgers across departments, ensuring 95%+ reconciliation accuracy and supporting budget compliance. Project Coordination & Timeline Tracking: Supported 10+ cross-functional initiatives, monitored progress using Asana and Notion, and helped deliver 92% of projects on or ahead of schedule. Email Management & Communication: Managed 200+ weekly emails using Outlook and Gmail, prioritizing urgent correspondence, scheduling follow-ups, and maintaining a 95% stakeholder satisfaction rate. Accounting System Migration: Spearheaded the transition from manual spreadsheets to QuickBooks Online, achieving zero downtime while enhancing reporting and vendor payment workflows. Internal Communication Optimization: Audited 1,000+ Slack messages/week, realigned channels, and streamlined updates—boosting communication efficiency and team satisfaction by 35%. Meeting Coordination & Transcription: Scheduled, documented, and distributed outcomes of over 40+ high-level meetings/year, using Otter.ai and MS Word, which improved accountability and follow-through by 30%. Financial Reporting & Excel Automation: Created dynamic monthly reports using Excel PivotTables, VLOOKUPs, and conditional formatting, reducing reporting time by 25% and increasing accuracy. Client & Stakeholder Communication: Managed high-volume incoming calls through a multi-line system, improving client routing by 15% and reducing wait times for subcontractors and vendors. Accounts Payable & Receivable (AP/AR) Oversight: Processed invoices and monitored client payments in QuickBooks, improving cash flow visibility and reducing overdue receivables by 18%. Workflow & Process Optimization: Designed and implemented a digital document workflow that cut admin delays by 40%, increasing productivity across 6 departments. Vendor & Procurement Oversight: Tracked inventory and coordinated vendor relations, cutting procurement costs by 15% and ensuring zero supply interruptions. Large-Scale Data Management & Quality Assurance: Entered 200,000+ records across 6 weeks at 98% accuracy, and developed a verification system that decreased input errors by 55%. Sustainability Initiative Leadership: Championed a paperless campaign that reduced office paper usage by 85%, saving $45,000+ over three years and winning internal recognition for eco-leadership. Staff Onboarding & Workflow Optimization: Developed and delivered a file management training for 3 admin assistants, improving document handling consistency and audit-readiness. Document Optimization & Audit Readiness: Organized 5,000+ finance and administrative files, streamlining retrieval by 40%, and enabling quicker response to internal and external audits. Bank Reconciliations & Financial Record Integrity: Reconciled multiple accounts monthly with 99% accuracy, ensuring complete financial transparency and timely reporting. EDUCATION EGERTON UNIVERSITY Sep 2009 - Aug 2013 Bachelor of Science Finance and Accounting SKILLS: TECHINICAL SKILLS: Project Management Spreadsheet Management Scheduling and calendar management Clerical Support Task Prioritization Excellent Communication QuickBooks Effective Communication Transcription Services NetSuite & G-Suite Data Entry Teamwork and Collaboration CRM Management Microsoft Office suite Technical & Digital Tools Proficiency Marketing Tools: Google Ads, Facebook Business Manager Creative Tools: Adobe Creative Suite (Photoshop, Illustrator, Premiere Pro) Project Management Tools: Asana & Notion Office Tools: MS Office (Word, Excel, PowerPoint) AI Tools: Chat GPT Accounting : QuickBooks Online accounting CERTIFICATIONS: QuickBooks Online accounting Asana Project Management Certification GOOGLE ADS CERTIFICATION FACEBOOK BLUEPRINT CERTIFICATION NOTION CERTIFIED CONSULTANT