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Tracy Mwatha

@tracymwatha

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I’m an executive assistant who streamlines operations across time zones with exceptional discretion and reporting.

Kenya

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What I'm looking for

I’m looking for a remote, fast-paced role supporting founders or senior leaders where I can manage calendars, inboxes, travel, and executive reporting with discretion, improve SOPs and workflows, and collaborate smoothly across time zones.

I’m an Executive Assistant and Administrative Operations professional who thrives in fast-paced, high-trust environments. I support senior leaders remotely through calendar and inbox management, travel coordination, executive reporting, and careful cross-time-zone coordination (US, Europe, Asia).

In my XP-Trainee program for founder support, I completed 25–30 simulation scenarios across US time zones and practiced triage for calendar conflicts, inbox prioritization, and urgent requests. I also built 5–7 reusable SOP templates in Notion and ClickUp and drafted 15–20 executive-level communications with minimal direction—refining tone, clarity, and actionability based on feedback.

Previously, I coordinated international student admissions and scholarships while managing multi-step workflows across Europe, the US, and East Africa. I guided 25 international students through admissions and scholarship processes, helped ~75% secure funding, produced 8–10 monthly progress/outcome reports, and handled visa workflows for 20–25 concurrent cases with strict confidentiality.

I bring operational rigor from earlier roles too—coordinating job-search onboarding and interview preparation to drive an ~85% interview-to-offer conversion rate, and planning and executing 150+ events with budgets up to KES 50K–800K (~$400–$7,000). I’m known for confidentiality, clear communication, and continuous improvement as I streamline workflows into reliable, repeatable systems.

Experience

Work history, roles, and key accomplishments

Executive Assistant Trainee

Athena

Sep 2025 - Apr 2026 (7 months)

Completed 25–30 US-time-zone executive support simulations, improving real-time triage for calendar conflicts and urgent inbox requests. Built 5–7 reusable SOP templates in Notion/ClickUp and drafted 15–20 executive communications, maintaining 95%+ on-time delivery across training deliverables.

Executive Support Calendar Management SOP Development Notion ClickUp Asana Executive Communication Calendly Canva Slack

International Program Coordinator-Remote

Invisible Talent

Jun 2024 - Apr 2025 (10 months)

Coordinated admissions and scholarship workflows for 25 international students, helping ~75% secure funding through personalized coaching and proactive deadline tracking. Managed 50+ applicant records, produced 8–10 monthly progress reports, and handled visa/admissions for 20–25 concurrent cases with on-time submissions while safeguarding confidential documents.

Program Coordination Admissions Support Progress Reports

Job Search Strategist-Remote

Invisible Talent

Jun 2023 - Jun 2024 (1 year)

Onboarded 15–20 clients and coordinated interview preparation, supporting ~85% interview-to-offer conversion through tailored coaching and timeline tracking. Managed 30–40+ weekly client communications with a 95%+ response rate within 24 hours, coordinated 50+ monthly appointments and task deadlines, and supported 4–6 virtual events/webinars (25–40 attendees each), improving client retention by ~1

Interview Coordination Coaching CRM Management Event Coordination Webinar Logistics Retention

Event Planner & Social Media Manager

Royalstone Events & Décor Ltd

Jan 2019 - Jan 2022 (3 years)

Planned and executed 150+ professional and social events over 3 years, managing budgets from KES 50K–800K and coordinating logistics for 20–500 attendees. Produced 80+ client proposals and invoices with 98% accuracy, coordinated 10–15 freelance staff, maintained 90%+ client satisfaction, ensured 95% on-time delivery, and grew the company’s social media following by ~25% over 2 years.

Event Planning Budget Management Proposal & Invoice Preparation Scheduling Logistics Coordination Social Media Management Content Creation Stakeholder Management

Agency Services Coordinator

Liberty Life Kenya

Feb 2018 - Dec 2018 (10 months)

Maintained accurate databases with standardized file structures and naming conventions to support efficient operations. Prepared weekly and monthly corporate reports for senior leadership and supported onboarding and internal processes.

Database Administration File Standardization Reporting Onboarding & Support Documentation Operational Coordination Confidentiality Process Improvement

Assistant Benefits Officer Intern

Jubilee Insurance Company of Ke

Apr 2017 - Aug 2017 (4 months)

Processed claims and handled sensitive data with strict confidentiality while supporting documentation and communication across departments. Assisted internal operational workflows as part of the life benefits internship.

Claims Processing Documentation Management Administrative Support Workflow Support Record keeping Communication