Lucy Imali

A self-driven, responsible and resourceful administrative professional with 6+years of experience supporting high-achieving company executives; a self-starter, capable of acting on own initiative, proactively managing competing demands and pressures and able to multi-task effectively; an expert in strategic planning, organization and providing comprehensive administrative support to company leaders; goal-oriented with ability to meet long-term goals through daily organization; accustomed to balancing high-volume workloads in rapidly changing environments and successful at prioritizing tasks and optimizing workflow.

Executive Assistant to the Managing Director – Life Assurance

CIC Insurance Group | November 2022 – Present

Responsible for managing the MD’s office and offering support in executing his role by aligning to his strategic goals and objectives while working closely with Senior Managers within CIC Life Assurance and other Executives within CIC Group.

• Executive administration: Act as first point of contact to the MD, proactively and promptly reviewing and tracking incoming enquiries such as emails, invitations, complaints and correspondence and responding directly, delegating to colleagues, or advising on responses to the MD; providing clarity of outcome/actions and ensuring these are followed to resolution in a professional manner; as well as offer high level customer service.
• Diary Management: Maintain MD Life’s diary, making necessary plans for travel, meetings and other appointments;
• Meeting Coordination: Make administrative arrangements for internal/external meetings, conferences and attend as necessary; ensuring the MD is fully briefed for meetings, including recommending solutions where appropriate; provide high-level secretariat support, including preparing agendas, producing minutes, and ensuring follow-up actions are progressed.
• Board Pack Preparation: Writing, collating and coordinating quarterly board papers on behalf of the MD, following up with senior managers to share their papers and brief the MD on the contents, ensuring the final papers are submitted to the board secretary before deadline and that the MD is well prepared and updated prior to board meetings.
• Project management: Proper management of projects that the MD’s office may be participating in directly or indirectly.
• Executive Representation: Liaise with external bodies with which the MD requires representation and is involved as required.
• Administrative Support: Prepare and edit correspondence, reports, memos, speeches and presentation material as required; noting the need for accessibility in all documentation from all sources; Organizing and maintaining files and records.
• Budgeting and Expense Management: Monitoring MD’s office budget to ensure it is within the allocated limits and make amendments where necessary.
• Report Analysis: Provide analytics and insights on Sales reports
• Research: Assist in research, market intelligence and presentation of the same.
• Preparation of concept papers and power points in relevant topics

Performance Highlights

• Increased the MD’s productivity by 20% through taking on assignments and projects.
• Effectively planned for board meetings through timely preparation, coordination and submission of high level board papers and proper briefing of the MD.
• Successfully managed expenses and ensured accurate and timely payment of invoices in the executive office.

Executive Assistant to the Chairman

Spin Ventures Group | June 2020 – October 2021

Tasked with managing all aspects of scheduling, planning and organisation for the Chairman, top level executives and board members; preparing board pack, high-level reports and presentations, rolling out strategies to streamline operations, managing communication channels, projects oversight and day to day executive administration.

• Calendar Management: Provide sophisticated tasks management, prioritizing & maintaining an automated alert system for upcoming deadlines, allowing the Chairman and senior staff to increase productivity.
• Executive administration: Create expense reports, make travel arrangements, handle internal and external correspondence, provide office inventory management and database management, review and maintain policies and procedures, maintain an updated filling system and provide HR support to ensure smooth day-to-day engagements and facilitate the Chairman’s ability to effectively lead the organization.
• Board Pack and Meeting Coordination: Schedule meetings with internal and external parties; brief the Chairman prior to meetings, prepare & circulate the board pack and follow up on action points within deadlines. 
• Communication: Act as a liaison to ensure smooth communication; engage stakeholders on behalf of the chairman while demonstrating high level confidentiality and support.
• Reporting: Design and produce complex reports, documents and presentations for the Chairman and top-level executives using advanced software proficiencies and provide analytics and insights on sales reports. 
• Sales and Marketing coordination: Brief the chairman on sales and marketing reports and activities; participate in critical decision making on budgeting, sales forecasting, stock control, movement & pricing; perform market research; perform sales data entry and performance analysis.
• Project management:  Create well-organized project timelines involving different stakeholders in various departments, to keep crucial company projects on track for completion by the target deadline dates.

Performance Highlights

• Successfully reviewed pricing reports, checking for accuracy in calculations which led to 100% accuracy in price lists and eliminated the risk of VAT errors.
• Created and implemented a structured stock management process that has seen 98% accuracy in stock reports and less than 2% monthly stock variances.
• Effectively managed communication channels between the Kenyan and Zambian senior management teams within the Sales and Marketing department, exercising good judgement and professional discretion to information.
• Developed and spearheaded a metrics to track and analyze sales performance, quarterly, and to award top performers based on set parameters. This has motivated the team & led to 30% increase in monthly Van sales volumes.
• Led multiple team-based projects and effectively coordinated group tasks, meeting tight deadlines.

Administrative Assistant

Trident Estates Ltd | Aug 2017 – June 2020

Responsible for providing administrative and operational support by working closely with the Director and Project managers, being the first point of contact to the Director, managing his calendar with respect to priorities, goals, and objectives, planning complex itinerant international travel and overseeing site support functions.

• Administrative Support: Scheduled and coordinated meetings and company events, maintained an updated office filing system and provided HR support and attendance management.
• Travel logistics: Coordinated complex travel arrangements, including visa application, booking airfare and hotel and ground transportation for the Directors and Senior Management Staff
• Handled office petty cash account and basic bookkeeping.
• Front office management: Effectively operated a multi-line phone system, attended to office visitors, planned for regular repair and maintenance, monitored office supplies by liaising with suppliers and handled office shipment and mailing. 
• Construction site logistics support: Organized schedules for the site support staff, compiled project progress reports, followed up on construction materials shipment and updated the construction inventory file.

Performance Highlights

• Successfully analyzed office operating practices and budgetary requirements, implementing changes and cost reductions measures, saving the company approximately Kes. 50,000 per month on petty cash.
• Streamlined the company's filing system, reducing the time taken to locate project documentation therefore increasing efficiency of Project managers.
• Spearheaded a paperless office system that saw a 20% decrease in printing costs.
• Trained 3 office assistants on office procedures, company policies and customer service skills, delegated and supervised their day-to-day work schedules.

Front Office & Administrative Assistant

English Press Ltd | Nov 2016 – July 2017

Accountable for the day-to-day office clerical duties, providing personal assistance to the CFO and administrative support to the Administration manager, manning the front office and preparing reports to facilitate business activities.

Performance Highlights

• Attended to all office guests, operated a switchboard, answer, and routing calls, accordingly; organized and coordinated mail flow in and out of office.
• Provided calendar management, travel and accommodation arrangements and scheduled meetings and appointments.
• Maintained the office supplies inventory by anticipating future needs, ordering and restocking in time.
• Ensured compliance to company security measures by enforcing company safety procedures, monitoring visitor logbook and issuing visitor badges
• Managed and coordinated company vehicles, drivers and courier daily schedules.
• Prepared daily reports to assist administration manager with key decision making and strategic operational planning; maintained a database of all clients, visitors, and supplier’s information.

Bachelor of Education Arts - English & Literature | University of Eldoret | Feb 2012 - April 2015

Second Class Honors - upper division

Computer Applications | Ebenezer Computer College | Jan – March 2011

Kenya Certificate of Secondary Education | St. Paul’s Erusui Girls’ High School | 2007 – 2010