Microsoft 365
Victoria S. Hingira
Vancouver,WA
Summary
Dynamic Executive Assistant with proven expertise in office management, strategic planning, and administrative support, honed at Belamour Health Care and other leading organizations. Excelled in streamlining operations, enhancing productivity by 30%, and mastering risk management. Renowned for exceptional scheduling abilities and fostering effective team collaboration. Resourceful and experienced worker offering expertise in customer service, travel coordination and file management. Detail-oriented team player with strong organizational skills. Handles multiple projects simultaneously with a high degree of accuracy.
Overview
23
23
years of professional experience
1
1
Certification
Work History
Executive Assistant
Belamour Health Care
05.2023 - Current
- Answered high volume of phone calls and email inquiries.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Handled confidential and sensitive information with discretion and tact.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Used advanced software to prepare documents, reports, and presentations.
- Facilitated training and onboarding for incoming office staff.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Coordinated events and worked on ad hoc projects.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Wrote reports, executive summaries and newsletters.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Volunteered to help with special projects of varying degrees of complexity.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
Executive Assistant to the Chairman and CEO
Simba Group of Companies
03.2020 - 04.2023
- Provide high-level support to group CEO and Boards of Directors, follow on project and ensure closure, coordinate board meetings and prepare materials for meeting, prepare press conferences and launch of new products, act as link between executive office and other Simba units, in Tanzania and abroad.
- Organized and coordinated conferences and monthly meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Processed travel expenses and reimbursements for CEO and the board of directors
- Coordinate working group meetings
- Used advanced software to prepare documents, reports and presentations
- Screened calls and emails and responded accordingly to support executive correspondence
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
- Prepared meeting agendas and briefing papers for members of board of directors and executive team
- Managed complex calendar scheduling with focus on proper allocation of executive availability
- Orchestrated successful conferences and associated travel for speakers and attendees
- Processed travel expenses and reimbursements for executive team and senior management group
- Facilitated training and onboarding for incoming office staff
Assistant Business Environment and Communication O
Prime Minister's Office - Tanzania National Busine
02.2010 - 02.2020
- Responded to requests for information from media or designated appropriate spokesperson or information source.
- Drafted press releases detailing relevant newsworthy information and supporting brand image, and worked with news media to spread positions.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Proved successful working within tight deadlines and fast-paced atmosphere.
- Used critical thinking to break down problems, evaluate solutions and make decisions.
- Offered friendly and efficient service to customers, handled challenging situations with ease.
- Developed and maintained courteous and effective working relationships
- Work closely with Head of Business Environment department provide editorial and operational support across council's work, ensure that all communication is influential, informative, and engaging for full range of council's stakeholders, conference, and event coordination
- Conduct capacity building training and seminars to stakeholders (small business communities upcountry) on their representation to local investor's national dialogues
- Coordination and management of Public Private Partnership Dialogues, and presidential summits
- Conference and Events Organizer, Liaison activities between Council, Prime Minister's Office and State House
- Media management, Coordinate media coverage and press briefing in all types of media for different events and newsworthy success stories and events
- Conduct Capacity Building sessions with Council's stakeholders
- Managed database for partnership between council and development partners and donors.
- Engaged in professional networking to maintain strong relationships with communications and media professionals to drive partnerships and effective dissemination of mass communications.
- Prepared for public relations presentations and plans by gathering information on business objectives, vision, brand strategy, competition and industry trends.
Administrative Assistant, Programs Group
KPMG East Africa
06.2007 - 01.2010
- Arranged rapid office equipment repair and maintenance with vendors.
- Organized weekly staff meetings and logged minutes for corporate records.
- Coordinated travel arrangements by booking airfare, hotel and ground transportation.
- Provide administrative support to country partners, senior managers, managers and client service teams, while adhering to risk management and branding in compliance with country guidelines, and ensuring accuracy and completeness
- Coordinate, prepare, proofread documents such as presentations, and reports
- Management of partners' calendar and contact database in order to maximize best use of partners' time
- Coordinate travel arrangements
- Coordinate meetings, conference calls, video conferences, live meetings, and organize required materials
- Work with proposal team and proposal coordinator, in preparations of proposals and tenders
- Assist in preparation and submission of time and expense reports for partner(s) supported.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Monitored supervisor's work calendar and scheduled appointments, meetings and travel.
- Coached new employees on administrative procedures, company policies and performance standards.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
- Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
Executive Assistant to the Country Director
ZEK Group International
01.2002 - 04.2007
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Answered high volume of phone calls and email inquiries.
- Worked on proposal/Tender and Succeeded to get advertising contract with one of major mining companies in Tanzania
- Provide backup support to other departments which is highly admired by country manager and heads of departments
- Provide high level support to the Country Manager and Board of Directors, maintains discretion and confidentiality in relationships with all board members,
- Coordinate clients company activation events and launches, advised and coordinated re-branding and branding processes
- Coordinate exhibitions
- Assist the country manager and board of directors with travel and accommodation arrangements
- Work as the point of contact for all employees, providing administrative support and managing their queries.
- Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity.
- Carried out day-day-day duties accurately and efficiently.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Worked flexible hours; night, weekend, and holiday shifts.
- Performed duties in accordance with applicable standards, policies and regulatory guidelines to promote safe working environment.
- Proved successful working within tight deadlines and fast-paced atmosphere.
- Participated in team-building activities to enhance working relationships.
- Aid country manager and high-level executives within company, write proposal and tender for new business, prepare cash flow and collection reports, give business lead to sales team, act as project manager, schedule meetings, take minutes during sessions, and ensure smooth running of office
Education
Master of Arts - Advanced Training in Human Resources Management
International Centre For Capacity Development
Ontario, CA04.2021
Master of Science - Communication Studies
St. Paul's University
Tarzana, CA03.2018
Master of Science - Advanced Skills For Executive Assistants
Ote Academy
Athens, WI05.2016
MBA - Managing Public Service Excellence
Public Service College
Singapole02.2016
Master of Science - International Relations And Affairs
Centre For Foreign Relations
Tanana, AK05.2015
Skills
- Risk Management
- Travel administration
- Office Management
- Strategic Planning
- Administrative Support
- Presentation Development
- Staff Management
- Business Administration
- Social Media Management
- Project Oversight
- Database Management
- Project Management
- Appointment Setting
- Administrative support specialist
- Calendar Management
- Travel Coordination
- Logistics and schedule management
- Legal administrative support
- Office Administration
- Executive Support
- Email management
- Human resource laws knowledge
Accomplishments
- I successfully coordinated and managed the launch of the Simba Holding Milling Factory in Lusaka, Zambia, and event that was graced by the Minister for Trade in Industry of Zambia, in November 2021.
- I successfully coordinated and managed a number of local and international conferences and forums under the chairmanship of the 4th Tanzania President, including the World Economic Forum, that was held in Tanzania in 2009,
- The International Smart Partnership Dialogue, that was attended by more than seven presidents in Africa, in 2013 to mention a few.
- I am also a member of the Public Relation and Communication Association of Tanzania, with a membership number 504.
- Planned corporate meetings, lunches and special events for business groups in Tanzania
- Supervised team of 6 staff members.
- Prepared and distributed payroll for staff of 6 direct reports
Certification
- [Area of certification], [Company Name] - [Timeframe]
- Certified [Job Title], [Company Name] - [Timeframe]
Software
Project Managament Software
Jira and ServiceNow
Timeline
Executive Assistant
Belamour Health Care
05.2023 - Current
Executive Assistant to the Chairman and CEO
Simba Group of Companies
03.2020 - 04.2023
Assistant Business Environment and Communication O
Prime Minister's Office - Tanzania National Busine
02.2010 - 02.2020
Administrative Assistant, Programs Group
KPMG East Africa
06.2007 - 01.2010
Executive Assistant to the Country Director
ZEK Group International
01.2002 - 04.2007
Master of Arts - Advanced Training in Human Resources Management
International Centre For Capacity Development
Master of Science - Communication Studies
St. Paul's University
Master of Science - Advanced Skills For Executive Assistants
Ote Academy
MBA - Managing Public Service Excellence
Public Service College
Master of Science - International Relations And Affairs
Centre For Foreign Relations
- [Area of certification], [Company Name] - [Timeframe]
- Certified [Job Title], [Company Name] - [Timeframe]
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