Faith Masaku-Macharia
Medfield,MA
Summary
Knowledgeable Program Assistant successful at working in both team-based and self-directed capacities. Driven to maintain smooth operations through knowledgeable and skilled support.
Overview
20
20
years of professional experience
3
3
years of post-secondary education
Work History
PROGRAM ASSISTANT
MIT
Cambridge, Nebraska
2 2023 - Current
- Provide administrative support to the DEI Officer, Graduate Administrator and Student Coordinator for admissions including tracking and creating visuals of applicant, admission, and enrollment data
- Schedule appointments and meetings, distribute materials and review follow-up actions
- Assist in planning and executing meetings and events like Commencement celebrations, student and staff Professional Development programs
- Assist with problem-solving, decision-making and prioritizing tasks
- Advance proficiency in Microsoft Suite, Google Calendar, Slack, Adobe, Dropbox, DocuSign, Zoom and Google Suite
- Develop content and update program websites as needed
- Handle expense reports on Concur, Atlas, SAP GUI and B2pay
- Prepare meeting rooms, team materials and A/V equipment
- Distribute documents and prepare agendas
- Maintain discretion and confidentiality when handling sensitive information and documents
- Handle expense reports and submit Institute forms for expense reimbursements, reconcile monthly accounting, event registration and travel reconciliation
- Create and send student letters (I-20 extensions, Optional Practical Training letters, status and funding verifications.
- Established rapport with clients through exceptional customer service practices, fostering ongoing relationships built on trust and respect.
- Supported the development of new programs through thorough research and analysis of industry trends.
PROGRAMME ASSISTANT
UNICEF
New York, New York
04.2022 - 01.2023
- Organized and managed extremely complex calendar schedule(s) for six managers, while maintaining executive's agenda, and assisting in planning appointments and leadership meetings
- Provided support for departmental events, quarterly events, and recognition as well as coordinating activities, events and conferences
- Coordinate international and domestic travel arrangements using Frosch, Concur while ensuring all necessary travel documents are in order
- Maintained composure with sensitive and confidential correspondence and information
- Maintained effective network of contacts, to ensure effective coordination in support of office needs and efficient flow of information and communication
- Experience in multi-time zone/global setting
- Plan, manage and iterate complex travel schedules for team
- Advance proficiency in Microsoft Suite, Adobe, DocuSign, Zoom and Teams.
- Assisted with planning and coordinating day-to-day and special program activities.
- Coordinated event logistics, including venue selection, catering arrangements, and attendee registration processes.
- Provided administrative support to department leadership, streamlining daily operations through efficient task prioritization and delegation skills.
SENIOR CLERK
CITY OF WORCESTER
Worcester, MA
10.2019 - 01.2022
- Answered and investigated complaints from general public
- Managed over 40 customer calls per day
- Reviewed and disseminated incoming documents and communications
- Responded to and screened telephone calls/emails to resolve proper resolution or routing
- Collected and compiled statistical information for reports
- Investigated records, files, and resources to obtain necessary information
- Retrieve information and data from files and records
- Made decisions concerning laws and policies
- Governed vital records.
- Increased customer satisfaction through prompt responses to inquiries and effective problem resolution.
- Collaborated with management to develop policies, procedures, and guidelines for the department.
- Supported departmental goals by conducting research, gathering data, and preparing comprehensive reports.
- Developed strong relationships with vendors to negotiate favorable terms for contracts and purchases.
- Provided quality clerical support through data entry, document management, email correspondence, and overseeing operation of office equipment.
- Edited and proofread documents for accuracy and completeness.
TEAM ASSISTANT
UNITED NATIONS JOINT STAFF PENSION FUND
New York, New York
05.2018 - 09.2019
- Scheduled and organized meetings using zoom, Microsoft Teams, and any suitable online forum
- Maintained strong communication, organization and ability to connect global across different time zones
- Coordinated activities with admin team to ensure division goals are met
- Maintained In-depth understanding of office management procedures and departmental and legal policies
- Scheduled appointments and updated team calendar
- Maintained liaison with department staff members, vendors, and internal partners
- Exercised discretion and judgment with respect to matters of significance and work collaboratively with others across multiple business lines and geographies
- Prepared briefing notes and take minutes during team meetings
- Administered complex travel arrangements, maintain, and submit all related documentation
- Coordinated activities with administration team to ensure division goals are met.
- Improved office efficiency with the implementation of digital filing systems and document templates.
- Facilitated successful meetings by preparing agendas, recording minutes, and following up on action items.
- Provided exceptional administrative support to senior leaders, enabling them to focus on strategic decisions.
- Supported project completion by coordinating tasks, resources, and deadlines among team members.
- Maintained open lines of communication between departments to enhance overall company performance.
- Optimized office workflows by identifying inefficiencies and proposing viable solutions for improvement.
- Monitored production processes to identify and address potential issues.
- Led production meetings to provide reports to management.
- Delivered outstanding support during peak periods or staff shortages to maintain seamless operations.
- Managed travel arrangements for executives, ensuring cost-effective solutions and smooth itineraries.
SUPERVISOR
ALTERNATIVES
West Boylston, Massachusetts
01.2010 - 04.2018
- Conducted interviews for new recruits and provided direct supervision to 4 staff members
- Maintained and updated team calendar
- Drafted and responded to wide range of correspondence and communication with providers
- Maintained online files using electronic and physical
- In-charge of procurement and complying with audits
- Assisted staff members with setting and achieving their goals
- Opened and distributed incoming regular and electronic mail and other material and coordinates flow of information internally and with other departments and organizations
- Ensured that residents achieved their ISP goals.
- Applied strong leadership talents and problem-solving skills to maintain team efficiency and organize workflows.
- Oversaw daily operations of the department, ensuring smooth workflow and timely completion of tasks.
- Led successful project completions under tight deadlines, coordinating effectively across multiple teams.
- Achieved significant improvements in operational efficiency, introducing and enforcing quality control measures.
- Negotiated with vendors to secure cost-effective contracts, resulting in significant budget savings.
- Developed comprehensive training program for new hires, significantly reducing learning curve and integrating them into team quickly.
- Improved customer satisfaction with prompt and courteous resolution of inquiries and complaints.
ASSISTANT MANAGER
FEDEX OFFICE
Shrewsbury, MA
03.2005 - 12.2009
- Organized and arranged for training, conferences and prepared agenda for meetings
- Performed administrative duties while supporting team members
- Interviewed job applicants complied with all company hiring policies and assisted branch manager with hiring of team members
- Planned and organized team calendar while making necessary updates
- Evaluated efficiency and productivity of assigned team members by establishing performance standards and objectives and conducted regular performance appraisals
- Prepared presentation materials related handouts and meeting logistics
- Answered and screened calls, performed routine communication with vendors as needed.
- Developed strong working relationships with staff, fostering a positive work environment.
- Supervised day-to-day operations to meet performance, quality and service expectations.
- Improved customer satisfaction by resolving complaints and inquiries promptly.
- Coordinated with vendors for timely inventory replenishment, ensuring product availability.
- Identified and communicated customer needs to supply chain capacity and quality teams.
- Developed detailed plans based on broad guidance and direction.
- Improved customer satisfaction by addressing and resolving complaints promptly.
- Assisted in recruiting, interviewing, hiring, and onboarding of new employees to maintain adequate staffing levels.
- Monitored sales trends to adjust pricing strategies for optimal profitability.
Education
Bachelor of Arts -
Umass Global
Irvine, CA 01.2024 - Current
Associates in Criminal Justice -
Quinsigamond Community College - Worcester, MA
Worcester, MA 01.2014 - 2017.05
Bachelor of Science -
Becker College - Worcester, MA
Worcester, MA 10.2018 - 05.2021
Skills
Customer service
Teamwork and Collaboration
Logistics Assistance
Supplies management
Calendar management
Multicultural interaction
Onboarding
Travel arrangements
Correspondence handling
Staff training
Events coordination
Letter drafting
Transcribing dictation
Record maintenance
Customer service
Languages
Kiswahili
Timeline
Bachelor of Arts -
Umass Global
01.2024 - Current
PROGRAMME ASSISTANT
UNICEF
04.2022 - 01.2023
SENIOR CLERK
CITY OF WORCESTER
10.2019 - 01.2022
Bachelor of Science -
Becker College - Worcester, MA
10.2018 - 05.2021
TEAM ASSISTANT
UNITED NATIONS JOINT STAFF PENSION FUND
05.2018 - 09.2019
Associates in Criminal Justice -
Quinsigamond Community College - Worcester, MA
01.2014 - 2017.05
SUPERVISOR
ALTERNATIVES
01.2010 - 04.2018
ASSISTANT MANAGER
FEDEX OFFICE
03.2005 - 12.2009
PROGRAM ASSISTANT
MIT
2 2023 - Current
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