Winnie Rugano

Winnie Wairimu Rugano - - PROFESSIONAL PROFILE Seasoned Executive Assistant with over a decade of experience providing comprehensive support to C-level executives in dynamic and fast-paced environments. Known for my proactive attitude, strong organizational skills and ability to connect on a human level, I excel at managing complex schedules, facilitating seamless communication and anticipating the needs of busy executives. I Combine advanced organizational, technical and interpersonal skills with a steadfast commitment to confidentiality and professional integrity. Thrives in high-growth environments, contributing to the success of visionary leaders and their ambitious goals. CORE COMPETENCIES Executive-level Administrative Support | Office & Project Management | Stakeholder Relationship Management | Project Management and Event Planning | Strategic Coordination and Prioritization | Highly Organized with Attention to Detail | Excellent Communication (Verbal and Written) | Proficiency in Microsoft Office Suite | Travel Arrangement and Itinerary Management | Financial Management and Budgeting | Team Leadership and Mentorship | Emotional Maturity | Problem Solving Skills WORKING EXPERIENCE EXECUTIVE ASSISTANT TO THE CEO – remote AGRI-GETTER LIMITED Aug 2021 – Dec 2023 Served as the primary point of contact for the CEO, managing interactions with global stakeholders, Senior Leadership Team, and external partners Organized and executed high-profile board meetings, corporate events and other key functions, ensuring seamless logistics and stakeholder communication Oversaw budget planning and financial reporting, implementing cost-saving measures that resulted in a 15% reduction in office operating expenses Streamlined administrative processes, leading to a 20% improvement in operational efficiency Fostered a culture of excellence and teamwork among the support staff, contributing to improved morale and productivity Key Achievements: Ensured high levels of confidentiality with sensitive information, implementing proper delegation of authority during absences Played a crucial role in organizing and facilitating well-organized and timely meetings, both internal and external Organized the CEO’s schedule, meetings and travel arrangements, ensuring the efficient use of time and prioritization of tasks EXECUTIVE ASSISTANT & OFFICE ADMINISTRATOR - hybrid AGRI-GETTER LIMITED Nov 2018 – July 2021 As the Executive Assistant: Reported to the CEO, and provided executive, administrative, and development support to the CEO and Board of Directors, as well as the Senior Leadership Team (SLT) and HR by serving as the primary point of contact for internal and external parties on all matters pertaining to the CEO. I also served as a liaison to the Board of Directors and senior management teams; organize and coordinate executive outreach and external relations efforts; and oversees special projects As the Office Manager: Organized and coordinated all office administration and procedures to ensure organizational and administrative effectiveness, efficiency, and safety. Was responsible for but not limited to developing intra-office communication protocols, streamlining administrative procedures, inventory control, petty cash and budget management, fleet management, supplier management, office staff supervision and task delegation. Duties and Responsibilities Provided executive, administrative, and development support to the CEO, Board of Directors, and Senior Leadership Team Served as the primary liaison between the CEO and internal/external stakeholders, ensuring timely and effective communication Developed and implemented intra-office communication protocols and streamlined administrative procedures Managed inventory control, petty cash, and departmental budgets, ensuring compliance with organizational policies OFFICE MANAGER/ADMINISTRATOR AND EXECUTIVE ASSISTANT TO THE MD AND DEPARTMENT HEADS ACRE AFRICA: Feb 2016 – Oct 2018 As the Executive Assistant; Provided administrative executive support to the General Manager, the Senior Management Team and the Project Management Team by providing administrative support. As the Office Manager; Lead the administration department comprising of 5 members and 3 field offices, to ensure all aspects of office administration are carried out effectively by organizing, prioritizing and delegating tasks effectively to ensure all administrative work is managed competently, and in accordance with the company’s changing priorities and deadlines. Reported to the General Manager, Head of Finance and Administration and Human Resources Manager Duties and responsibilities Coordinated and organized day-to-day office administrative and operational duties, including event planning and logistics Managed the General Manager's calendar and provided administrative support to the Senior Management and Project Management teams Served as the point of contact for internal and external inquiries, ensuring seamless stakeholder engagement Supported the HR function by coordinating staff onboarding, leave management, and insurance provider relationships. Achievements: Reduced IT support costs by 40% by providing user support and training Appointed as the Quality Assurance champion, assisted in creating quality manuals for the organization Appointed as member of the Calibration Committee. This committee evaluated performance management ratings for staff to ensure that they were fairly graded Implemented a stock management system Implemented a meeting management system Successfully transitioned the organization to office 365 platform Created customer satisfaction questionnaires Appointed as member of the communications committee. OFFICE MANGER - Maternity Cover FLYING DOCTORS SOCIETY OF AFRICA July - November 14, 2014 Responsible for managing the CEO’s calendar, all the administrative processes within the office, as well as providing general administrative support to enable the smooth and effective running of the office. This included preparing the nursing staff duty rosters, as well as working with the management team on tasks as required. OFFICE MANAGER, PERSONAL ASSISTANT & MANAGEMENT REPRESENTATIVE FOR ISO9001:2008; TECTURA INTERNATIONAL, JAN 2009 -JAN 2014; As the Office Manager, I was responsible for the smooth operation of the workplace. My duties encompassed various administrative, organizational and managerial tasks aimed at ensuring efficiency, productivity and a positive working environment. This included overseeing office procedures, managing administrative staff and coordinating office activities such as scheduling, meetings and events. I also handled facilities management, including office equipment, supplies and maintenance, to ensure a safe and functional workspace. Additionally, I played a key role in managing budgets, expenses and procurement processes, as well as liaising with external vendors and service providers. Was responsible for implementing and enforcing organizational policies and procedures, as well as fostering a culture of teamwork, communication and professionalism within the office. As the Personal Assistant, I provided comprehensive support to Chairman/CEO and the SLT, ensuring their professional and personal affairs run smoothly. My Duties included managing calendars, scheduling appointments and coordinating meetings to optimize time management. I also handled travel arrangements, including booking flights, accommodations and transportation and prepared travel itineraries. I also assisted with managing expenses, processing invoices and maintaining financial records. I acted as the primary point of contact, screening and prioritizing emails, phone calls and other correspondence and drafting communications. I handled various administrative tasks such as organizing files, documents and databases and provided general administrative support as needed. As the Management Representative for ISO 9001:2008, I was the liaison between management, employees and external auditors and I was tasked with ensuring compliance and adherence to the quality management system standards within the organization. My primary responsibilities involved overseeing the implementation, maintenance and continuous improvement of the ISO 9001:2008 quality management system. This included coordinating internal audits, managing documentation and facilitating external audits to ensure conformity with ISO standards and regulatory requirements. I was in charge of communicating quality objectives and requirements to all levels of the organization, fostering a culture of quality awareness and accountability. I collaborated with cross-functional teams to identify process improvements, address non-conformities and drive corrective and preventive actions to enhance overall quality performance. Administrative Assistant; TECTURA INTERNATIONAL SEPT 2007- DEC 2008; Performed administrative duties for executive management by screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff and customer relations. Provided IT user support for office users. Supervised volunteers and other support personnel Other Positions Held ADMINISTRATIVE ASSISTANT; BEVERAGE INDUSTRIES AFRICA, August 2005-September 2006; ADMINISTRATIVE CLERK CARZAN FLOWERS (K) LTD, January 2004-July 2005; EDUCATION BACKGROUND Integrated Quality Consultants 24 Feb - 1 Mar 2012: ISO Awareness training and Internal Auditor Kenya Institute of Management (KIM)Oct 2011- Nov 2012: Diploma in Project Management Kenya Institute of Management (KIM) Jan 2006 - June 2006: Advanced Certificate in Business Administration Certificate Kenya Institute of Management (KIM) April - Sept 2005: Certificate in Business Management Certificate JKUAT – MMS IT CentreFeb 2000 - June 2001: Information Technology Certificates REFERENCES Amos Nyongesa Tabalia CEO Agri-getter Ltd Tel:-- Muthithi Kinyanjui, Projects & Market Development Manager, Syngenta Foundation, Tel:- Email:- Edna Muhanji, Human Resources Consultant, People-Centric Tel:- -