Helen Wanjiru
Maldegem
Summary
Dynamic professional with experience in project management, logistics coordination, and comprehensive administrative support. Experienced in financial and budget management, ensuring fiscal responsibility and accountability. Proven track record in event management, excelling in building strong relationships and effectively managing multiple priorities. Interpersonal skills enable engagement with individuals at all organizational levels. Recognized for excellent problem-solving abilities, thorough research capabilities. Quick to assimilate new skills, leveraging available resources and tools to enhance performance. Proficient in managing multiple projects simultaneously, consistently meeting stringent deadlines even under significant pressure. Thrives both independently and as part of a team, with adaptability and resourcefulness as key strengths.
Overview
27
27
years of professional experience
Work History
Assistant (freelance)
Proximus
10.2020 - Current
- Supporting two Department Leads and providing administrative assistance to four Centers of Excellence (CoEs)
- Managing the logistics for both virtual and in-person meetings, with a particular emphasis on diary management and minute taking.
- Assisting in coordinating the logistics for department meetings held at various locations, including travel arrangements.
- Organizing the onboarding process for external personnel, including the creation and follow-up of PREQs and purchase orders. Additionally, oversaw and optimized the creation of purchase orders for non-workload requests
- Offering comprehensive administrative support to all department employees by serving as their main point of contact. Met schedules using excellent planning and coordination skills.
PO Support Agent (freelance)
Luminus
02.2019 - 09.2020
- Contributed to the PMO’s ongoing training program for project management methods and tools.
- Conducted regular quality checks to ensure the accuracy and synchronization of project data across various tools.
- Monitored and coordinated timesheet checks and allocations. Managed the creation and distribution of timesheet reports, as well as other reports such as KPIs and weekly updates.
- Improved efficiency by coordinating onboarding procedures for external hires, ensured the continuous accuracy and relevance of the resource file.
- Created invoices and purchase orders, ensuring the accurate completion of the purchasing process.
- Escalated and followed up on discrepancies.
Assistant
Cefic
08.2017 - 04.2018
- Supported top-level executives and managers in the Specialty Chemicals and Plastic Additives divisions.
- Coordinated and planned meetings, conference calls, and major events across Europe.
- Managed tasks for the budget and invoicing department.
- Fostered collaboration and positive relationships within the team.
- Updated the sector group website using Joomla.
- Coordinated contract preparation with consultants.
- Optimized workflow by tracking approvals and organizing financial forms.
Legal Assistant
Norton Rose Fulbright
10.2013 - 10.2016
- Provided comprehensive support to a Partner and three Associates.
- Efficiently and discreetly managed the Partner’s emails.
- Ensured accuracy and clarity in various documents, including Dictaphone recordings, typewritten drafts, and handwritten materials.
- Assisted in creating PowerPoint presentations to effectively communicate complex information to clients.
- Managed agendas and organized European travel, demonstrating prioritization and coordination skills.
- Maintained an efficient filing system and updated the client database.
- Collaborated with team members for efficient expense management and timely billing.
- Handled client interactions via phone with communication skills.
- Coordinated and facilitated client attendance at internal meetings.
Legal Assistant/ HR Coordinator
IBM
03.2007 - 06.2013
- Provided full support to the Head of Legal (Company Secretary) and two Senior Counsels.
- Managed travel arrangements, agendas, expenses, PowerPoint presentations, and emails.
- Organized company paperwork for over 70 subsidiaries using both physical and electronic filing methods.
- Prepared board briefing documents and coordinated with the Directors office.
- Prepared and coordinated property-related documents in IBM Real Estate.
- Assisted in legal HR administration, including payroll changes and compensation increases.
- Coordinated educational opportunities and events for over 60 lawyers.
Resource Deployment Manager Admin
IBM
10.2005 - 02.2007
- Supported the workflow and operations of a team of four Resource Deployment Managers.
- Coordinated agendas, facilitated meetings, documented minutes, developed PowerPoint presentations, and handled expense processing.
- Generated regular reports on a weekly, monthly, and annual basis using Excel and reporting tools.
- Maintained up-to-date records of professionals’ assignment completion dates in the Professional Development Tool.
- Managed CLAIM and Delinquency issues to identify reasons for low utilization.
Team Secretary / Training Coordinator
DHL Global
11.2003 - 06.2005
- Provided extensive secretarial support and assistance to the management team.
- Supported the project office by creating reports, plans, statistics, and corresponding documentation.
- Managed travel logistics for the BRU-GCC conference, meetings, and consultations, ensuring a well-maintained schedule.
- Organized and maintained databases with various types of information, including administration, statistics, and technical records.
- Contributed to the creation of presentations on diverse topics.
- Oversaw mail distribution, answered incoming calls, and maintained an efficient archiving process.
- Managed the administrative aspects of training programs for a diverse team of 2,000 DHL employees across countries.
Management Assistant
Allied Aircraft Assistance Worldwide Association
11.2001 - 11.2002
- Provided comprehensive administrative assistance to the management team, including typing correspondence, drafting memorandums and reports, and handling related materials.
- Managed travel logistics, arranged meetings, and maximized time efficiency.
- Evaluated visitor intentions and managed telephone communication by forwarding calls to appropriate recipients.
- Ensured accuracy and organization of records.
- Assisted Human Resources with the staff registration process.
- Provided English translations for Dutch correspondence.
Customer care Assistant/ Team leader
IDT Corporation
03.2000 - 04.2001
- Managed the recruitment, supervision, monitoring, and training of CSA staff.
- Acted as a reliable intermediary to ensure smooth interactions between distributors and agents.
- Maintained accurate records through regular reporting and analysis.
- Controlled communication flow by effectively handling correspondence.
- Identified and resolved issues related to pre-paid calling card transactions.
- Managed a high volume of customer service demands, resolving diverse queries and refunding lost minutes on pre-paid phone cards.
- Managed the registration process for all incoming claims related to international calling cards.
- Extensively utilized in-house programs to perform necessary administrative tasks.
Receptionist
Marriott
01.1999 - 07.1999
- Managed the reception area to ensure smooth operations, including hotel reservations, coordinating transportation services, and serving as the primary liaison for room bookings.
- Maintained an efficient inventory management system for office stationery and ensured timely delivery of incoming postal items.
Tele- Sales
BELGIUM SUBSIDARY CONSULTANTS
03.1998 - 11.1998
- Served as a sales representative for European subsidiary acquisitions.
- Handled appointment scheduling for Sales Executives, alongside managing general administrative duties.
Education
French level 1 -
Birkbeck University
05.2013
Business Management -
Greenwich school of Mgmt.
01.2008
Executive Secretary course - Certificate
Online Study
International Correspondence Studies, Glasgow10.2002
High School Diploma -
KTA Zelzate
Belgium06.1993
Skills
- MS O365; WORD; EXCEL, POWERPOINT, OUTLOOK, ACCESS, SHAREPOINT, TEAMS
- ONESOURCE; DHL KIM (KEY ACCOUNT INDUSTRY MANAGEMENT TOOL
- LOTUS NOTES
- JOOMLA, INTERACTION
- AUGEO6, RAPID
- SAP (BASIC); SAP Ariba procurement software
Languages
English
Proficient
C2
Dutch
Upper intermediate (B2)
French
Beginner
A1
Timeline
Assistant (freelance)
Proximus
10.2020 - Current
PO Support Agent (freelance)
Luminus
02.2019 - 09.2020
Assistant
Cefic
08.2017 - 04.2018
Legal Assistant
Norton Rose Fulbright
10.2013 - 10.2016
Legal Assistant/ HR Coordinator
IBM
03.2007 - 06.2013
Resource Deployment Manager Admin
IBM
10.2005 - 02.2007
Team Secretary / Training Coordinator
DHL Global
11.2003 - 06.2005
Management Assistant
Allied Aircraft Assistance Worldwide Association
11.2001 - 11.2002
Customer care Assistant/ Team leader
IDT Corporation
03.2000 - 04.2001
Receptionist
Marriott
01.1999 - 07.1999
Tele- Sales
BELGIUM SUBSIDARY CONSULTANTS
03.1998 - 11.1998
French level 1 -
Birkbeck University
Business Management -
Greenwich school of Mgmt.
Executive Secretary course - Certificate
Online Study
High School Diploma -
KTA Zelzate
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