GRACE NJAU
SENIOR EXECUTIVE ASSISTANT,Nairobi, Kenya
Summary
Trusted Senior Executive Assistant and executive partner with 5+ years of experience supporting CEOs, founders, and senior leaders in fast-paced, remote, and hybrid environments. Expert in protecting executive time, streamlining operations, and driving execution across competing priorities. Proven success in complex calendar and inbox management, global travel coordination, executive communications, project and workflow management, CRM organization, and cross-functional initiatives. Recognized for discretion, precision, and proactive problem-solving, ensuring nothing is missed, overlooked, or falls through the cracks while enabling executives to stay focused on high-impact strategic work.
Overview
8
8
years of professional experience
Work History
EXECUTIVE ASSISTANT
FullCraft Ltd.
02.2020 - 07.2026
- Served as the primary executive support partner to senior leadership, providing daily executive assistance and managing competing priorities in a fast-paced environment.
- Managed executive inboxes and complex calendars, coordinating 80+ monthly meetings across multiple time zones, protecting focus time, and resolving scheduling conflicts.
- Coordinated leadership, board-level, client, and internal meetings, including scheduling, agendas, meeting materials, executive briefs, daily summaries, reports, post-meeting follow-ups, and action tracking.
- Managed client communications and follow-ups, vendor and external partner coordination, events, speaking engagements, appointments, and stakeholder communications.
- Managed projects and workflows by tracking executive priorities, deliverables, KPIs, deadlines, and accountability across multiple initiatives.
- Organized CRM records, maintained task-tracking systems, and supported lead research and business development activities.
- Conducted research, organized documents and digital records, provided administrative support, and created SOPs to improve operational consistency and workflow efficiency.
- Managed domestic and international travel logistics, itinerary planning, and end-to-end travel coordination, reducing planning time by 40% through standardized processes.
- Supported social media engagement, social media scheduling, content scheduling, and content management workflows.
- Researched, prepared, and tracked grant applications while managing executive expenses, invoices, and reimbursements with 100% accuracy and audit-ready documentation.
- Designed and maintained structured digital filing and records systems, improving document retrieval efficiency by 50%.
- Trained and supported junior administrative staff, reducing onboarding time by 30% and increasing team productivity.
REMOTE EXECUTIVE OPERATIONS & MEDIA SUPPORT
Heartcast Media & Podfather Media
03.2018 - 09.2024
- Delivered remote executive and operational support across multiple time zones for U.S.-based leadership teams.
- Managed high-volume administrative and content workflows under tight executive deadlines.
- Transcribed 200+ executive podcast episodes with 98% accuracy while maintaining strict confidentiality.
- Produced SEO-optimized executive show notes and summaries to increase audience reach and engagement.
- Completed 500+ executive support projects with consistent 5-star client ratings.
- Maintained long-term stakeholder relationships through proactive communication and reliable delivery.
- (USA)
Education
Diploma - Human Resources
Kenya Institute of Management
Certificate - Management
Kenya Institute of Management
Certificate - Computer Literacy & Digital Multimedia
ACWICT
Certificate - Virtual Assistance
ALX Africa
Skills
- C-Suite & Executive Support
- Executive Calendar & Inbox Management
- Meeting & Appointment Coordination
- Executive Communications & Client Follow-Up
- Project & Workflow Management
- CRM Organization & Task Tracking
- SOP Creation & Process Improvement
- Research, Reporting & Administrative Support
- Lead Research & Business Development Support
- Event, Speaking & Appointment Coordination
- Travel Logistics & Itinerary Planning
- Cross-Functional Team & Stakeholder Support
- Google Workspace
Accomplishments
- Reduced executive scheduling conflicts by 40% by redesigning calendar management systems, optimizing scheduling workflows, and coordinating competing priorities across time zones.
- Streamlined administrative and operational workflows by implementing structured processes, documentation standards, task tracking, and workflow improvements that increased efficiency and execution.
- Strengthened executive and leadership meeting readiness through executive briefings, agenda preparation, meeting coordination, follow-up tracking, and organized documentation.
- Improved cross-functional execution by coordinating projects, CRM activities, client communications, stakeholder follow-ups, and time-sensitive priorities to keep initiatives moving forward.
- Enhanced executive and client support across long-term global engagements through proactive communication, reliable follow-through, operational coordination, and high attention to detail.
Additional Information
Timeline
EXECUTIVE ASSISTANT
FullCraft Ltd.
02.2020 - 07.2026
REMOTE EXECUTIVE OPERATIONS & MEDIA SUPPORT
Heartcast Media & Podfather Media
03.2018 - 09.2024
Diploma - Human Resources
Kenya Institute of Management
Certificate - Management
Kenya Institute of Management
Certificate - Computer Literacy & Digital Multimedia
ACWICT
Certificate - Virtual Assistance
ALX Africa