Pamela Mutongo
Summary
Dynamic Executive Legal Assistant with 10+ years of experience supporting C-suite leaders in consulting, legal, and tech sectors. Expert in high-volume, multi-time-zone calendar management, global travel coordination, project execution, legal operations, and event planning. Adept at prioritizing shifting demands, streamlining operations, and fostering collaboration across teams. Dedicated to maintaining confidentiality, operational excellence, and exceptional service.
Overview
17
17
years of professional experience
Work History
Executive Assistant to Chief Commercial Officer and Chief Operations Officer
Zafin Labs
01.2019 - Current
- Own and proactively manage complex, high-volume executive calendars across multiple time zones, ensuring priority alignment and operational efficiency.
- Seamlessly coordinate extensive domestic and international travel, including air and ground transportation, visas, hotel accommodations, and security protocols.
- Recommend strategic time management and delegation approaches to optimize executive productivity.
- Plan and execute team off-sites, leadership retreats, team-building events, and company-wide meetings.
- Support full-cycle recruiting initiatives: schedule interviews, liaise between hiring managers and candidates, and coordinate onboarding logistics.
- Prepare, reconcile, and submit accurate monthly expense reports via Navan; manage corporate credit card reconciliations.
- Lead special projects, including the re-design of legal operations processes using Xakia to enhance internal and external legal workflows.
- Foster collaboration with other Executive Assistants to ensure seamless meeting execution and community support.
- Provide flexible administrative support during international business hours.
Executive/Legal Assistant
Deloitte Canada (Office of the General Counsel)
01.2017 - 01.2019
- Supported General Counsel's team with calendar management, meeting coordination, and international travel logistics.
- Processed expense reports in a timely manner.
- Managed insurance compliance for new projects across provinces.
- Maintained firm's insurance and licensing databases ensuring employee compliance and regulatory adherence.
- Managed the Professional incorporation process for new partners and managed external audit documentation.
- Proofread, formatted, and blacklined legal documents for internal and client use.
Workflow Coordinator / Administrative Assistant
Deloitte Canada (One Team/Shared Services)
01.2013 - 01.2017
- Oversaw project workflow, ensuring on-time delivery and quality assurance.
- Coordinated translation services and ensured branding standards were upheld.
- Managed team scheduling, complex travel arrangements, and expense reporting.
- Trained new administrative staff on firm procedures and internal systems.
- Generated productivity and client feedback reports for leadership.
Legal Secretary/Assistant
Ogier Advocates, Guernsey Channel Islands (UK)
01.2008 - 01.2013
- Provided high-level legal secretarial support to senior advocates.
- Drafted, proofread, and amended legal documentation with strict confidentiality.
- Managed client onboarding including "Know Your Client" and Due Diligence documentation.
- Coordinated meeting logistics with external agencies and maintained comprehensive filing systems.
- Supported billing and timekeeping processes using Elite systems.
- Trained new legal secretaries on firm policies and procedures.
Education
Legal Secretaries Diploma -
The Institute of Legal Secretaries and PAs
01.2009
Skills
- Executive Support & Strategic Scheduling
- Domestic & International Travel Coordination
- Project & Event Management
- Legal Operations Workflow Management
- Recruiting & Onboarding Support
- Expense Reporting & Reconciliation
- Stakeholder Communication
- Cross-functional Team Collaboration
- Navan (Travel & Expense)
- Xakia (Legal Operations)
- Proficient in Microsoft Office Suite
- Concur
- Adobe
Timeline
Executive Assistant to Chief Commercial Officer and Chief Operations Officer
Zafin Labs
01.2019 - Current
Executive/Legal Assistant
Deloitte Canada (Office of the General Counsel)
01.2017 - 01.2019
Workflow Coordinator / Administrative Assistant
Deloitte Canada (One Team/Shared Services)
01.2013 - 01.2017
Legal Secretary/Assistant
Ogier Advocates, Guernsey Channel Islands (UK)
01.2008 - 01.2013
Legal Secretaries Diploma -
The Institute of Legal Secretaries and PAs
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