Gathoni Ngure

Highly organized Remote Virtual Assistant and Executive Assistant with over 10 years of experience delivering comprehensive administrative operations, project coordination, and executive support across hybrid and distributed team environments. Expert in inbox management, calendar optimization, and cross-functional stakeholder communication. Proven track record of improving operational efficiency, implementing digital document workflows, and maintaining strict confidentiality.

Adept at maximizing organizational productivity through structured digital systems and exceptional client service.

Business Process Officer | Executive & Administrative Assistant at Safety Surveyors Ltd (2019-02 – 2024-12)

Key Achievement: Streamlined communication workflows and introduced structured administrative processes, significantly improving turnaround time (TAT) and operational efficiency.

• Provided comprehensive executive support, optimizing calendars, scheduling appointments, and managing complex travel logistics.
• Coordinated virtual and in-person meetings, engineered agendas, and recorded accurate minutes for distributed stakeholders.
• Managed executive inboxes, prioritized high-volume correspondence, and maintained professional client communication.
• Facilitated communication between executives, clients, regulators, and service providers to ensure prompt follow-up on action items.
• Supported remote project coordination by tracking deliverables, monitoring deadlines, and managing stakeholder engagement.
• Implemented operational workflow improvements that eliminated administrative constraints and reduced daily operational delays.
• Utilized Google Workspace, Microsoft Office, and remote collaboration tools to maintain seamless hybrid team operations.

Receptionist & HR Coordinator (Contract) at Tile & Carpet Centre (Dusit D2) (2013-01 – 2013-09)

Key Achievement: Designed and deployed a digital CV database and structured filing system, improving recruitment workflow efficiency and candidate retrieval times.

• Coordinated end-to-end recruitment administrative tasks, including interview scheduling, candidate communication, and applicant tracking.
• Managed front office administrative operations and acted as the primary point of contact for international visitors, clients, and vendors.
• Orchestrated internal communications across diverse corporate departments to facilitate efficient workflow execution.
• Executed onboarding documentation, HR data entry, and fundamental administrative HR functions.

Telephone Operator (Contract) at Tile & Carpet Centre (2007-05 – 2007-11)

Key Achievement: Built a centralized client contact database and call-tracking system that accelerated communication response times.

• Managed high-volume inbound and outbound telecommunications, routing inquiries to appropriate corporate divisions.
• Maintained rigorous communication logs, call records, and follow-up schedules to ensure zero missed connections.
• Supported cross-functional communication initiatives to enhance overall corporate operational responsiveness.

Office Secretary at Safety Surveyors Ltd (2003-01 – 2005-07)

Key Achievement: Introduced a digital document management system that reduced document retrieval times and enhanced filing efficiency.

• Maintained strict document control systems, secure filing processes, and confidential corporate records.
• Prepared accurate reports, briefing documents, executive correspondence, and organizational spreadsheets.
• Coordinated general office administrative communication and sustained daily operational workflows.

Diploma in Computer Programming & Computer Software Packages

Certificate in Secretarial Studies & Office Administration