Julia W.

Executive Personal Assistant

Freelance • Temps partiel

Dec 2021 - Present • 4 yrs 5 mos

Key Responsibilities ● Manage emails, appointments, and calendar scheduling to ensure efficient use of CEO time. ● Organize and oversee events and conferences, including booking venues, coordinating speakers, and managing participant registrations. ● Create and schedule content for social media platforms, engage with followers, and monitor online presence. ● Draft and send correspondence, newsletters, and updates to members, partners, and donors. ● Maintain and update databases, contact lists, and member information. ● Assist in updating website content, ensuring information is current and accurate. ● Conduct research on relevant topics to support CEO work and prepare informational materials. ● Provide personal assistance to the CEI, including handling personal errands, travel arrangements, and other tasks as needed.

Medical Administrative Assistant

Premiercare Hospital Group • Temps plein

Dec 2020 - Sep 2022 • 1 yr 9 mos

Key responsibilities ● Processed, documented, and tracked medical insurance claims, ensuring accuracy and completeness before submission ● Verified patient billing details and supporting documents to minimize claim rejections and delays ● Maintained organized records of claims, invoices, and remittance advice for audits and follow-ups ●Liaised with insurance providers and internal departments to resolve claim discrepancies and payment issues ● Set up of weekly meetings and conference rooms for attendees of meetings and conferences ● Attend to phone calls and make provision for back-up voicemail assistance to the corporate office ● Deposit funds in the bank, and prepare book journal entries affiliated with such deposits ● Organize meetings, and communicate periodically with members of staff and other personnel ● Organize travel arrangements, planning and programming of meetings. ● Manage construction projects within the premises and handle all repairs

Medical Administrative Assistant

Juja Road Hospital • Temps plein

May 2019 - Dec 2020 • 1 yr 7 mos

● Collection and follow up of all payments due for the hospital ensure all NHIF clients are captured in the system and invoice raised. ● Maintain up to date assets register and posting quarterly depreciation schedules ● Vetting all hospital expenditure and advising on areas of concern if need be. ● Effective administration of petty cash: Manage the petty cash budget, expenditure and create summary reports. ● Create a weekly and monthly financial analysis: income, versus expenditure and variance reporting. ● Develop, maintain, update and share with the management all finance documents ● Plan, manage and oversee all audits, including facilitation of external audits. ● Support the management (CEO) to ensure float register is duly updated on an ongoing basis to ensure sufficient funds are available to support hospital operations ● File and remit assigned statutory deductions with respective bodies-KRA etc ● Suggest changes or improvements to increase accuracy, efficiency, and cost reductions. ● Create, and updating invoice-tracking template with invoice details and invoice follow-up info ● Payroll preparation and administration of employee benefits. (Permanent staff, Local Contractors and External contractors). ● Deductions and filing of statutory returns accordingly- PAYE, NHIF, NSSF, WHT, VAT, NITA, HELB, SACCO and Pensions. ● Updating the Master payroll and reconciliation of Payroll accounts on a monthly basis. ● Supervise daily administrative operations ● Monitor expenses and suggest cost-effective alternatives ● Create quarterly and annual budgets ● Develop and implement effective policies for all operational procedures ● Prepare work schedules ● Maintain organized medical and employee records ● Monitor administrative staff’s performance