Stanley Mutisya
Verified Expert in Support and Operations
Support & Operations Expert
Nairobi, Nairobi County, Kenya
Toptal member since February 9, 2026
Stanley is an AI-enabled executive assistant with 5 years of experience. He blends 5 years of HIPAA-compliant healthcare administration, managing patient scheduling and billing, with 2 years as the sole EA to an Australian construction CEO, overseeing project workflows and financial reporting. By building Custom GPTs and Zapier automations, Stanley eliminates bottlenecks and delivers scalable, tech-driven operations for global leaders.
Expertise
- Advanced Excel
- Asana
- ClickUp
- Data Analysis
- Healthcare
- HubSpot CRM
- Microsoft Power BI
- SQL
Work Experience
Data Analyst | Operations Support
Impact Outsourcing Ltd
- Maintained high-volume operational datasets for a maritime research project with greater than 99% accuracy, introducing a QA review process to support business operations and decision-making.
- Standardized reporting processes and datasets, reducing manual review requirements and improving reporting consistency across the team.
- Created SOPs and coordinated cross-functional meetings, improving process consistency across a distributed international team.
- Collaborated with distributed international teams while maintaining confidentiality and compliance requirements across logistics-related functions.
- Created standardized data entry and documentation processes, improving team efficiency and consistency.
Administrative Assistant and Project Coordinator
J.MAR Constructions Pty Ltd
- Sole EA to the CEO, owning calendar, inbox, travel, project coordination, and operational systems for a residential construction firm.
- Owned the CEO's calendar end-to-end schedule and managed 5-10 meetings per week across clients, stakeholders, and internal teams, set proactive notifications for industry events, and resolved scheduling conflicts before they escalated.
- Managed and triaged the CEO's Outlook inbox (20-30 emails/day) using filters, priority flagging, and AI-assisted drafting via Claude, composing replies in the executive's voice for approval before send.
- Built a Custom GPT that gave the CEO instant phone-based access to building permits, contracts, and client records, eliminating up to 1 hour of daily manual folder searches.
- Reduced client onboarding from 24 hours to under 40 minutes (97% time reduction) by identifying the bottleneck, championing Zapier and TekMatix adoption, and building the automation end-to-end.
- Cut cross-team communication gaps by 40% by designing Zapier workflows connecting suppliers, project teams, and stakeholders, improving turnaround time across active projects.
- Organised executive meetings and led external stakeholder engagements, including technology implementation discussions during the company-wide rollout of TekMatix business systems.
- Coordinated 2-3 concurrent residential construction and renovation projects, maintaining alignment on timelines, documentation, and stakeholder communications.
- Arranged domestic and international travel logistics end-to-end flights, accommodation, itineraries, and last-minute changes including a full international itinerary for the CEO's family (Australia to Victoria Falls) and personal appointments.
- Designed SOPs and standardised reporting processes, reducing operational ambiguity and improving team accountability.
Data Analyst Intern
Ajira Digital Program
- Extracted, validated, and analysed large national datasets to support government monitoring and evaluation programmes, ensuring data integrity for decision-makers.
- Produced reporting outputs and dashboards used to assess programme performance and participant outcomes across multiple national initiatives.
- Supported evidence-based decision-making through rigorous data quality assurance and reporting activities, contributing to programme accountability.
Medical Virtual Assistant | Healthcare Administrative Support
Nutri Health
- Owned practitioner scheduling calendars across US business hours managed bookings, rescheduled patients, coordinated provider availability, and sent confirmations and reminders.
- Maintained accurate patient records within AthenaHealth and eClinicalWorks while ensuring full HIPAA compliance.
- Supported revenue cycle activities by assisting with billing follow-ups and insurance pre-checks, helping prevent revenue leakage.
- Updated and maintained patient records within electronic health records (EHR) and electronic medical records (EMR) systems, improving documentation accuracy and data consistency.
- Handled sensitive patient information with strict confidentiality across all virtual interactions.
- Supported supervised clinical workflows, ensuring administrative tasks aligned with healthcare compliance standards.
Dental Billing and Insurance Support Specialist
House of Dentistry
- Processed 10-15 insurance claims daily with accurate CDT coding, reducing claim rework and improving first-pass acceptance rates.
- Resolved denied claims through direct insurer communication, documentation gathering, and structured follow-up, maintaining full HIPAA compliance.
- Managed high-volume billing enquiries and collections follow-up, maintaining professional client communication.
- Reviewed claim denials and coordinated corrections, contributing to faster reimbursement cycles.
- Supported front-desk financial workflows, improving patient billing experience and administrative efficiency.
- Maintained accurate billing records while adhering to insurance and compliance requirements.
Project History
Sales Performance Dashboard
https://www.notion.so/PORTFOLIO-2b756c8de00080029301e5ec3d199eb0?source=copy_linkCleaned and normalized raw sales data, built visual performance summaries, including year-over-year metrics, and designed interactive charts for executives.
This project involved designing and maintaining a real estate sales dashboard to provide a centralized view of property performance, agent productivity, and revenue trends. I structured and cleaned raw sales data, ensuring accuracy across listings, closed deals, commissions, and timelines. The dashboard provided clear visual insights into key metrics, such as monthly sales volume, conversion rates, average deal value, and agent performance.
I collaborated with stakeholders to define reporting requirements and translated business needs into intuitive data visualizations that supported faster decision-making. By automating data updates and standardizing reporting formats, the dashboard reduced manual reporting time and improved data consistency. It was actively used to monitor sales progress, identify high-performing properties and agents, and support strategic planning and marketing decisions.
My involvement directly contributed to improved visibility into sales performance, more informed forecasting, and stronger alignment between sales and marketing efforts.
Coffee Sales Excel Dashboard
https://www.notion.so/PORTFOLIO-2b756c8de00080029301e5ec3d199eb0?source=copy_linkAnalyzed multi-year sales, created filters for period selection, visualized customer segmentation, and converted messy data into a clean reporting tool.
This project focused on building an Excel-based coffee sales dashboard to analyze sales performance, product trends, and revenue patterns across multiple time periods. I cleaned, structured, and validated raw transactional data, ensuring accuracy for sales volume, revenue, product categories, and regional performance.
Using Excel formulas, pivot tables, and dynamic charts, I created an interactive dashboard that highlighted key metrics, such as total sales, average order value, top-performing coffee products, and month-over-month trends. The dashboard enabled stakeholders to quickly identify best-selling items, seasonal demand patterns, and underperforming products.
I optimized the dashboard for usability by standardizing data inputs and automating calculations, reducing manual reporting effort and improving consistency. The final solution supported data-driven pricing, inventory planning, and marketing decisions, providing clear visibility into overall sales performance.
Education
Diploma in Data Analysis
Moringa School - Nairobi, Kenya
Certifications
Administrative Professional Foundations
LinkedIn Learning
Ajira Digital Program Certificate of Completion
Ajira Digital
Skills
Tools
Asana, Trello, ClickUp
Professional Skills
Data Annotation
Administrative Operations
Executive Support, Data Entry
Communication
Executive Communication
CRM & Sales Tools
HubSpot CRM
Customer Support
Communication
Documentation
Disputes
Operations
Databases
Productivity Suites
Pivot Charts, Pivot Tables
Project Management Tools
Airtable
Quality & Performance
Policy Compliance
Security & Privacy
HIPAA
Skill Ladders
Charts
Tool Features
Reporting
Other
Data Analysis, Advanced Excel, Healthcare, SQL, Microsoft Power BI, Project Management, Administrative Support, Virtual Assistance, EMR, Electronic Health Records (EHR), HIPAA Compliance, Medical Billing Support, Patient Intake & Scheduling, Dental Billing Specialist, CDT Coding, Patient Billing & Collections, Insurance Reconciliation, Power Query, Database Management, Operations
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