Gladys Band

Results-driven and detail-oriented Administrative and Human Resources professional with over 7 years of progressive experience in administrative support, recruitment coordination, financial operations, office management, and customer service within fast-paced institutional environments. Demonstrates the ability to support senior management, coordinate recruitment processes, maintain accurate records, prepare reports, manage procurement and budgeting activities, and ensure compliance with organisational policies. Possesses strong interpersonal and communication skills, maintains confidentiality, excels at multitasking, and is committed to delivering service excellence.

Administrative Assistant - Mount Kenya University, Main Campus - Thika

(2024-05)

• Provided administrative support to departmental leadership, ensuring efficient office operations and timely service delivery.
• Coordinated staff recruitment activities including vacancy advertisement, shortlisting support, interview scheduling, reference checks, and preparation of recruitment documentation.
• Prepared official correspondence, memos, minutes, reports, and presentations for management review.
• Maintained accurate staff records, attendance registers, leave records, and confidential personnel files.
• Supported payroll preparation by verifying staff data, allowances, and deductions.
• Assisted in budget preparation, monitoring expenditures, and maintaining financial records in compliance with internal policies.
• Processed invoices, payment requests, requisitions, and procurement documentation.
• Coordinated meetings, workshops, and training sessions including logistics, invitations, and participant documentation.
• Ensured proper filing systems (physical and electronic) for easy retrieval and audit compliance.
• Liaised with suppliers and service providers to ensure timely delivery of goods and services.

Administrative Assistant - Kenya Institute of Management (KIM) - Mombasa

(2021-01 - 2024-04)

• Co-ordinated general branch administration such as renewal of the branch licenses, payment of electricity bills, ensured availability of water, restocking of stationaries and in charge of staff well-being.
• Coordination of receipt, dispatch and delivery of correspondences.
• Ensured timely and accurate updating of the assets register and maintaining proper records.
• Handled the customer care service both internally and externally.
• Ensured proper information is disseminated.

Administrative Assistant - Dentons Hamilton Harrison & Mathews Advocates

(2015-09 - 2021-10)

• Provided administrative support to partners, senior lawyers and other executives.
• Schedule meetings, manage appointments, coordinate deadlines and maintain calendars.
• Prepared, formatted, proofread and organized legal documents, correspondence, reports and presentations.
• Communicated professionally with clients, lawyers, courts and other stakeholders.
• Arranged meetings, prepared agendas, took minutes, coordinated travel and processed expense claims.
• Maintained confidential client files, updated records, tracked documentation and organized electronic and physical files.
• Monitored court dates, filing deadlines, appointments and other time-sensitive legal activities.
• Assisted with invoices, client billing records, expense claims and administrative financial documentation.
• Protected sensitive client information and followed the firm's document-handling and confidentiality procedures.
• Managed incoming correspondence, telephone calls, emails, document circulation and office coordination.

Personal Assistant/HR Assistant - SOS Children’s Villages Kenya (NGO)

(2000-01 - 2015-08)

• Identified children in need of protection and effectively safeguarded them.
• Assess the needs of children and young people and determine an appropriate level of intervention and service provision.
• Ensured the needs and wishes of children were fully addressed in the assessment and planning process and that there was evidence of children and young people's participation.
• Shared responsibility for planned intervention and service provision with partners.
• Participated in formal case reviews which will include the full range of statutory meetings and other planned meetings, as necessary.
• Improved document filing and retrieval efficiency by organizing a structured electronic and manual filing system increasing efficiency by 90%.
• Successfully supported recruitment processes for multiple positions, ensuring timely onboarding of staff.
• Simultaneously managed multiple duties simultaneously, meeting deadlines and delivering results.
• Developed and implemented a new procedure for handling confidential documents ensuring compliance with company policies and regulations.
• Improved office communication, reducing misunderstandings by 80%.
• Provided excellent customer service, resulting in a 90% increase in customer satisfaction.
• Assisted in preparing and editing documents, reports and presentations for senior staff.
• Demonstrated initiative and took on additional responsibilities, contributing to team success.
• Maintained accurate and up-to-date records, reducing errors by 85%.
• Streamlined processes and procedures, saving time and resources.
• Collaborated with team members, promoting a positive and productive work environment.
• Received awards or recognition for outstanding performance and contributions.
• Assisted in event planning and execution, contributing to successful outcomes.
• Improved office security and safety protocols.

Diploma - Public Relations Management - University of Nairobi (2015)

KCSE (Secondary Education Certificate) - Kisumu Girls High School – Kisumu (1987)