Administrative Assistant Office

PERSONAL DETAILS

Name Anja Gjika

Address Rr. Ali Visha, Pallati 2, Shkalla 1, Ap. 6, Tirane

Tel 069-**-**-***

E-mail *********@*****.**

EMPLOYMENT HISTORY

March 2016 - Present Administrative Assistant

TPD-Trading Petrol & Drilling Tirana, Albania

Oversee office communications, keeping protocol, incoming and outgoing correspondence.

Draft various business contracts and archive them in line with the retention policy

Responsible for booking flights, hotels and arrange travel for various stakeholders

Ensure the purchase of office stationary provides good value for money

Compile and maintain export documents related to international business

Prepare export documentation in compliance with the policies from relevant Albanian institutions

Manage the relationship and work with various organisations such as Port of Vlore, PIA, Arba Agency to enable a smooth contract management

Maintain accurate records on all postal deliveries and shipments.

February 2012 – March 2016 Administrative Assistant

National Lottery Tirana, Albania

Provide administrative and office support activities for multiple departments. Duties include fielding & forwarding telephone calls, handling all inquiries via phone or face-face, receiving and directing visitors, word processing, filing, and drafting correspondence.

Keep correspondence and protocol pursuant to relevant procedures. Sign and deliver the mail (letters or packages), send faxes, letters via collaborative mail agencies (such as UPS, DHL etc) in Albania and abroad. Process relevant invoices.

Maintain solid customer relationships by handling their questions and concerns with speed and professionalism.

Update the phone book for all landlines and mobile numbers of the staff.

Record the arrival and departure of employees in the presence-chart pursuant to the relevant procedures and inform the Human Resources Department daily.

Assist in the organization of meetings held in the office.

Responsible for the purchase of the stationary in the office, receive quotes for the purchase and make the orders.

Assist the Human Resources Department with regards to assigned tasks such as payroll on a monthly basis.

Responsible for printing, maintaining and distribution of canteen consumable coupons for the employees, petty Cash and reconciliation with Finance.

Coordinate travel for staff as required and keep a record of requests by employees on a monthly basis.

Liaise with the promotion team to coordinate company promotions/ announcements.

October 2004 - October 2010 Office Assistant

Recruitment Agency (Part time) Padova, Italy

Keep a record of all the candidates and update the candidate database daily

Organise interviews between the candidates and the clients

Send out notification letters to applicants who were successful and unsuccessful

Prepare the new starters pack and arrange for the induction process

Respond to any queries from the applicants and ensure that excellent relationship is maintained throughout

the recruitment process.

Maintain excellent working relationships with internal & external stakeholders

January 2003 – October 2004 Library Asisstant

University of Padova Padova, Italy

Be the first point of contact for customers, assist them with their choice of books,

support them in the use of computers, provide them with relevant information.

Maintain and update the books database

Prepare reports for books on loans and returns daily

Process penalty invoices and liaise with finance department to ensure timely process.

EDUCATION & TRAINING

October 2004 - October 2011 - Diploma in Political Sciences: International Relations and Human Rights, University of Padova, Italy.

October 2002 – October 2004 - Psychology Sciences, Personality and Interpersonal relations -University of Padova, Italy.

September 1996 – July 2000

High School Diploma, “Petro Nini Luarasi”, Tirane.

IT Skills

Very good knowledge of Microsoft Word, Outlook, Internet, Email.

Foreign Languages

Fluent Italian

Good English

ADDITIONAL INFORMATION

Excellent communication skills

Strong sensitivity to confidential matters

Perseverance and correctness to achieve excellent results and deliver well under pressure

Highly organised, very matured, hard worker

Quick learner, opened to new ideas, able to use common sense

Good sales abilities

Enjoy working in a team or independently

Sense of humour, a good friend and a professional worker

REFERENCES

Available upon request.

Contact this candidate