Executive Virtual
Assistant.
I am Rahab, your dedicated Virtual Assistant and Records Management Officer. I coordinate, organize, and streamline for your success.
Services Offered
Comprehensive executive support tailored to streamline your business operations and maximize productivity.
Core Responsibilities
- Calendar Management & Scheduling
- Travel Coordination (Flights & Hotels)
- Meeting Agendas & Refreshments
- Email Filtering & Prioritization
- Action Item Tracking
Communication
- Drafting Professional Correspondence
- Client & Stakeholder Liaising
- Inquiry Response Management
- Meeting Minutes & Summaries
- Inter-departmental Coordination
Strategic Support
- Market Research & Competitor Analysis
- Executive Reporting & Summaries
- Project Deadline Monitoring
- Data-Driven Insights
- Relationship Management
Confidentiality & Compliance
- Discreet Handling of Sensitive Info
- Trusted "Gatekeeper" Services
- Data Protection Compliance
- Digital Filing & Organization
- Document Retention Policies
Tech & Digital
- Google Workspace & Microsoft 365
- Workflow Automation (Zapier/Trello)
- Cloud File Management
- Expense Tracking & Invoicing
- CRM Maintenance
Global Connectivity
- Remote Team Coordination
- Time Zone Management
- Virtual Event Planning
- Travel Itineraries
- Cross-Cultural Communication
Key Duties of a Records Management Officer
- Organizing documents for filing and ensuring they are properly indexed.
- Opening, controlling, and updating file indexes.
- Keeping accurate file movement records to track usage.
- Ensuring the security of sensitive information and records in registries or archives.
- Receiving, sorting, opening, and dispatching mail.
- Maintaining registers for incoming and outgoing correspondence.
- Converting physical documents into digital formats for circulation and long-term storage.
- Compiling data and drafting reports on record usage and file movement.
- Preparing monthly or quarterly departmental performance reports.
- Conducting regular audits to ensure files meet legal and regulatory standards.
- Implementing data retention and disposal policies.
- Facilitating information flow within the organization for better decision-making.
- Creating guides and protocols for efficient information retrieval.
- Heading a registry in ministries, departments, or organizations.
- Ensuring cleanliness, order, and accessibility of records.
Responsibilities in Practice
| Responsibility Area | Tasks |
|---|---|
| Filing & Indexing | Classify documents, update personnel records, maintain file indexes |
| Security & Compliance | Safeguard confidential files, ensure compliance with record-keeping policies |
| Mail Management | Receive, sort, and dispatch mail; maintain registers |
| Digitization | Scan and archive documents electronically |
| Registry Oversight | Supervise registry staff, ensure proper file movement tracking |
| Accessibility | Provide records to authorized officers promptly |
Certifications.
Recognized qualifications that validate my commitment to excellence.
Featured Work
Examples of how I bring structure and efficiency to complex workflows.
Digital Filing System
Reduced document retrieval time by 40% with a structured, rigorous cloud filing system.
Executive Dashboards
Custom Excel dashboards for tracking KPIs, expenses, and travel schedules.
Inbox Zero Strategy
Managed and organized 1000+ daily emails into actionable categories.
Executive Communication & Project Coordination
Professional email communication, meeting minutes, and executive briefing notes.
Executive Calendar Scheduling & Coordination
Complex diary management, meeting coordination, and logistical planning for executive teams.
Harnessing AI for Productivity, Collaboration & Well-being
Strategic analysis on leveraging AI to boost workplace efficiency while maintaining digital well-being.
What Clients Say
Read about the experiences of those I've helped, or share your own feedback to help me grow.
Rahab Kamau
Virtual Assistant • Professional Dossier
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