Administrative/Oparations Assistant/Office Manager, Travel and Conference Coordinator 123 views

Victoria Balynska

November 26, 1984
+380991214478
Skilled administrative assistant, office manager, travel and conference coordinator. Versatile experience in documentation processing, excellent communication skills, skilled PC user (work with MS office, Outlook, SharePoint, ProjectWise system), knowledge of international standards, organizational procedures and policies, have international business approach. Successful experience in international environment (9 years in US federal project in Ukraine implemented by Black & Veatch Special Projects Corp., leading global engineering, consulting and construction company). Daily work, communication and correspondence in English with head office in Kansas, the USA and other American project partners and consultants.

General Information

  • Language English
  • Total Year Experience 12
  • Job Category Administrative, Agriculture, Associate, Business Development, Clerical Support, Commerce, Consulting Agency, Development Agency, Development/International Development, Diplomatic Mission, Engineering, Hotel, Human Resources, Information Technology, International Company, International Development, International Organization, Internet, Logistics, Management, Research, Supervisor, Tourism
  • Job Locations Kyiv

My values and role in a Company:

Accountability and Common Purpose: I hold myself accountable for the quality of my work and the results I achieve as individual and as a team member to ensure the assigned goals for training events development in terms of scope, schedule, budget and quality are met and that my productivity meets or exceeds expectations.

Stewardship: Observing the company value of Stewardship, I tend to prioritize activities and focus primarily on those which will add significant value to the project/company.

Shared Ownership and Common Purpose: On a day-to-day basis, I work closely with other Training, Science, Procurement, Logistics, Translation, Accounting and IT professionals to maximize coordination of efforts and achieve set personal and team goals on training events development through a collaborative process. Together with that, willing to share success with others, I aspire to recognize and express public appreciation to my colleagues for their contribution.

Common purpose: I am aware of my blind spots when performing tasks and tend to seek out other views consulting with my colleagues to avoid selective perception and incorporate what I learn into my decision-making.

Accountability, Shared Ownership, Integrity: I accept responsibility appropriately, always looking for a feedback and treat criticism for mistakes and failures as an opportunity for improvement, aiming to learn from my experience.

Integrity, Respect and Entrepreneurship: Acknowledging how experience, beliefs, assumptions or expectations may impact decision making and actions, in my work I aim to turn off my personal filters to engage in conversations with my colleagues and stay open-minded and curious about other methods and approaches to problem solving.

Respect: I appreciate the unique perspective, skills and experience that each person brings to the team, treating others with dignity and respecting their individual differences, feelings and contributions.

Work Experience

March 2011 – July 2020
Black & Veatch Special Projects Corp., Rep. officeAdministrative Assistant/Office Manager, Travel and Conference Coordinator

Administrative Assistant support

·   Developed and maintained business and projectrn documentation filing system, updated files, records, and other documents

·   Prepared recurring internal reports, updated onrn monthly basis, performed routine analyses and calculations

·   Handled daily correspondence in email; ensure timelyrn responses to a variety of written inquiries

·   Worked with SharePoint and ProjectWise systems: uploadedrn and systematized official documents, correspondence, etc.

·   Maintained inventory and replenishment of the officern supplies

·   Coordinated customs clearance with brokers (forrn delivery of goods, both company and expat)

·   Covered incoming callsrn answering (worked with intercom system)

·   Provided meetings support,rn scheduling, coordination and preparation

·   Coordinated the office repair and moving process

·   Controlled subcontractors scope of work andrn performance related to office moving

·   Controlled status and use of the office equipment, officern furniture and maintenance

·   Oversaw office safety procedures including regularrn checks of fire extinguishers, hazards and safety board

·   Arranged meetings with subcontractors as contact ofrn point for the project; worked with subcontractors (invoicing, contracts)

·   Coordinated a range of staff as well as performedrn operational support activities for the unit; served as a liaison with otherrn departments and operating units in the resolution of day-to-dayrn administrative and operational problems

 Worked with MPR (MICRO PURCHASE REQUEST) and PR (PURCHASE REQUEST), PETTY CASH 

·   Coordinated events management for local office

HR administrative support: interview, business trip documents, (TAF) , "welcome to the board" support, calculation per diems.

Travel Logistic supportrn DTRO-K (US Embassy) Conference support

·   Arranged payments for hotelrn services

·   Ensured booking and purchase of air and railrn tickets, medical insurances, transfer services

·   Provided emergency support to travelers

·   Prepared purchase requests for services ordered

 Handled visa support

·   Handled registration ofrn participants for the conference

 Training and science departments support

·       Searched and selected locations for the trainingrn events

·       Provide full travel and transportation support forrn Annual BTRP Ukraine Regional One Health Research Symposium ( https://swmprogramua.com/)  annuallyrn (2016 - 2019)

·       Provided full travel support for training events andrn symposium participants

·       Provided calculation of perrn diems

 Supervised office drivers team

·       Monitored and planned driver`s schedule (route andrn time). Business trips.

·       Arranged fuel supply (3 corporate vehicles)

·       Controlled vehicles lease and working condition

 Business trips logistic support

·       Maintained collaboration with service providers

·       Prepared purchase requests

·       Checked, approved invoices for payment from servicern providers

·       Provided transfer logistic support for business trip

·       Defined scope of work for Travel Service Tender

Arranged hotels selection and booking, purchase of railwayrn tickets, air tickets, arranged transfers (Ukraine, Europe andrn Intercontinental) etc.


March 2008 – March 2011
"ABC" Group of companies Secretary of General Director

Provided assistant support for General Director on work assignments:

Handled incoming calls answering and transfer via intercom system·      

Maintained correspondence including business letters writing, mailingrndocuments

·   Assistance with primary invoices and financial documents handling forrnaccounting purposes

·  Arranged messages sending via e-mail and fax

Office manager responsibilities

Assistance on different issues to General Directorrnand staff 


Summary of Skills

Skilled PC user MS Office, MS Outlook, Internet use. Personal skills: sociable, stress tolerant, responsible, creative, punctual, proactive approach in issues solutions, vital. Excellent communication skills, good teamwork skills, result-oriented, good analytical skills, fine with flexible working schedule or extra working hours, initiative, ability to perform multiple tasks at the same time, strong organizational skills (corporate events, office parties). Enjoy working in multicultural environment
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English – Intermediate, knowledge of business terminology (improving to upper intermediate level), native speaker in Ukrainian and Russian languages.
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Certificates available on request. TRAININGS:Training: “RoadCraft”-2019 (Certificate intercompany). Time Management, Effective communication skills, Ethics and compliance 2020 (Certificate)- (intercompany trainings). First Aid Provider Course-2018 (Certificate). English classes “Business Terminology” 2018 (Certificate). Your role in Office Safety 2018 (Certificate intercompany).
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Hobby: travel, cooking, driving. Class "В" driver’s license. References available on request
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