Madalina Voicu

Online Business Virtual Assistant based in Bucharest, Romania
Reply rate:
Full-time (40 hrs/wk)
44 years old
Bucharest, Bucharest, Romania
15 years
Curriculum Vitae Personal information Name Madalina VOICU Phone - E-mail - Website Work experience Position held Virtual Assistant (Self-employed) Jan 2015 – present Main activities and responsibilities I am a full virtual assistant providing business services support in administration to small businesses, any entrepreneur or individual in Romania and abroad. The services I offer vary depending on your needs. I can give a hand on general administration, travel assistance, talent search and training consultancy. Please check my website to see in more details how I can help you. Position held English Trainer within EU projects Oct – Dec 2015 Main activities and responsibilities Inform the students on training activities: program, objectives, assessment methods Identify the needs of the students in order to decide the most suitable training methods Develop and adapt the support materials for conducting the training Provide the additional information to facilitate understanding and assisting students who have difficulty learning and using the information offered Encourage students to openly express their opinion Monitor the learning development of the students and the efficiency of training program Collaborate with a continuous training program of the world's top personal and professional development, entrepreneurship, financial flexibility, management, communication, leadership, etc Employer European Agency, The Hague, NL April 2010 – May 2014 Position held HR Coordinator (administrative tasks) Main activities and responsibilities Coordinate the general administrative tasks in the HR department Represent HR and act as a first point of contact in a number of on-going organisation-wide projects (e.g. content management with regards to transition to a new internal intranet - Enterprise Content Management -, the development of HR System and Induction programme) @ Personnel Group: Administer the personnel files (both in paper and electronically) and update the HR database (change of residence, new certificates achieved, changes in marital status, exit procedure etc) Administer the employment contracts, assignments and secondments in line with the applicable legal framework and organisational policy Handle requests and provide advice on all Personnel Administration related matters Facilitate the move and settling-in process of foreign staff in the Netherlands (house hunting, schools, bank accounts, GP) Handle the administrative procedures for staff when taking up appointment or when leaving the organization (removal procedure) Update and administrate the annual leave Plan, monitor and control the annual & pre-employment medical check-ups Administrate the sick leave notifications in HR database Prepare and administrate the Unit spreadsheets for recording working hours and monthly flexitime summary @ Learning & Development Group: Manage and coordinate the monthly induction programme Deliver IT courses within the induction process Coordinate and administrate the corporate trainings for the staff (language learning) Gather and analyze the feedback from the participants and trainers, and re-design/adapt the trainings in accordance with their expectations Propose and implement ways to continuously improve the scheduling and the design of induction program Facilitate processing of individual training applications and coordinate processing of reimbursement forms as well as follow up on the documentation to be received from the applicants Track training by maintaining a database detailing employee training dates, types of training, qualification and recertification dates Ensuring timely provision of requested training activities Assist the Head of Unit in coordination of various meetings, visits of external trainers and consultants (invitations, training rooms, hotel rooms) Identify the training needs and areas for improvement in staff performance through appraisals Monitor and analyse the KPI reports on training activities Contribute to the development of guidelines, HR policies and procedures in the related area (Staff Induction Process; Internships; Training and Staff Appraisal) Internship project preparation and administration (incl. contracts) Content manager for Administration webpage @ Recruitment Group Organize and manage the entire selection processes from beginning to end in accordance with established rules and procedures (i.e. selection panels, vacancy publications, interview invitations, screenings, participation in interviews, drafting of selection minutes, drafting of offer letter, organising medical examinations etc. Draft letters and handle correspondence; process mail, filing, photocopying, scheduling of meetings related to recruitment procedures; Prepare for interviews: receive resumes, make the folders for the panel, inform the shortlisted candidates, booking of rooms for recruitment procedures; Liaise with candidates prior, during and after the selection process Input applicant’s information and the reserve lists into HR database; Produce statistics, upon request, on gender balance, on type of staff Serve as main point of contact for the selected candidates and ensure the successful on-boarding Update and maintain the Recruitment and Selection intranet site Support to leavers in relation to finding a new job Ensure efficient and correct processing of travel reimbursements in accordance with financial provisions and in consultation with the Finance Officers @ Health & Safety Group: Plan, monitor and control the annual & pre-employment medical check-ups Administrate the sick leave notifications in HR database KPI reports concerning sick leaves Administrate the Company doctor consultations Employer TELEKOM Romania September 2008 – April 2010 Position held Project Specialist Main activities and responsibilities Perform project delivery activities such as data collection and review, developing recommendations for clients Monitor the compliance with standards established for process documentation Request and coordinate status updates and reports as it pertains to project deliverables. Identify and update the inventory of the operational documents required for projects development within Commercial Corporate Groups Issue periodical reports regarding the operational documents status for processes and projects carried out integrally/partially within Commercial Corporate Groups Provide high-quality project support while successfully managing multiple deadline driven tasks Employer TELEKOM Romania June 2005 – September 2008 Position held HR Coordinator Main activities and responsibilities Personnel Administration: follow up of personnel movements within the company; maintain accurate and up to date personnel files; manage annual and special leave administration; manage the newcomers procedure and the exit procedure; perform statistics on internal customer satisfaction Recruitment: advertise, CVs screening, set up interviews; update and maintain vacancy overviews Employer NATIONAL ANTICORRUPTION DIRECTORATE Bucharest June 2004 – May 2005 Position held HR Assistant Main activities and responsibilities Assist the head of HR Department in preparing meetings and different exams, in relations with officials (Ministry of Justice, law courts) Translation of juridical documents from/in English Take and draft minutes during the meetings Manage HR Officer’s schedule. Employer MINISTRY OF JUSTICE December 2002 – May 2004 Position held Personal Assistant of Minister of Justice Main activities and responsibilities Provide administrative service internally to the Cabinet’s staff members as well as externally (e.g. by providing information) Organise and co-ordinate appointments and missions Organise meetings, in-house and with external partners, including logistics, documentation and follow-up Support the Cabinet’s processes and workflows Employer HAYHURST, BERLAD, ROBINSON July - December 2002 Position held Personal Assistant of General Manager Main activities and responsibilities Organize internal and external meetings & taking minutes of meetings; Travel arrangements and hotel reservations, where necessary with the assistance of a travel agent; Translation of the juridical and economical documents Employer CORPORATE DYNAMICS June 2000- June 2002 Position held Executive Assistant of General Manager Main activities and responsibilities Organize travel, meetings, seminars, workshops for GM Assist in relations with officials – Ministry of Health, medical institutions (hospitals in Bucharest and all over the country), the Insurance House Coordination of internal reporting Translation of commercial contracts and medical projects Employer ROMARM February 1995- June 2000 Position held Advertising Referent Main activities and responsibilities Organise and take part in internal and external fairs Carry out publicity materials (catalogues, prospects, invitations, postcards) Translation of technical documents and interpretation services for the company during the internal fairs: TIBCO, TIB, ECOMIL, EXPOMIL Education and training Dates October 2003 – July 2007 Title of qualification awarded Bachelor’s Degree – Licensed in Public Administration Principal subjects Public Administration, Constitutional Law and Political Institutions, Civil Law, Financial and Fiscal Law, EC Institutional Politics, Management of International Projects and Programme University The National School of Political and Administrative Studies Dates Aug 2016 Course name TESOL/TEFL Certificate Topics covered The TESOL Certificate is a 160-hour online training program with tutor, providing a foundation in the theory and practice of English language teaching (ELT). The certificate program provides a summary of the core knowledge of the TESOL field to support individuals in enhancing their professional practice and careers in serving the needs of English language learners. Provided by Global Leadership College (Canada) - Dates July 2015 Course name Career Counsellor Topics covered Identify customer needs and interests; planning and prioritizing clients' activities; knowledge of suitable training arrangements, descriptions of occupations; customer orientation pathways to employment; advising the client on the details of the presentation interview for employment; making recruitment and training services; job analysis; methods of monitoring counselled persons Provided by Euro Best Team, Bucharest - Dates September 2015 Course name HR Administrator Certificate Topics covered REVISAL; the new Labour Code; preparing of personnel file, payroll, preparation of timesheets; unemployment benefit; child allowance; completion / execution / modification / suspension / termination of individual employment contract, mediation of labour disputes etc. Provided by Euro Best Team, Bucharest - Dates October 2013 Course name HR Manager Topics covered Management jobs (forecasting / planning, organization, training / management, coordination, control / monitoring); Elements of strategic planning (mission, vision, goals, organization strategy, HR strategy); Job analysis, job descriptions; Recruitment and selection; Performance evaluation - Define KPIs Provided by Extreme Training, Bucharest Dates July 2013 Course name Train the Trainers (ANC Certificate no-) Topics covered The trainer profile; the structure of an efficient training; the control of emotions; training administration; logistics of training Provided by Extreme Training, Bucharest Dates June 2013 Course name Process Management Topics covered Process Landscape; customer expectations; identification, analysis, description and implementation of processes; process maintenance and monitoring and performance measurement Provided by In house training (The Hague, NL) Dates July – December 2012 Course name Certificate in Training Administration (Level 2) and New L&D Administrator Topics covered The changing role of learning and development; running the learning function as a business; the role of the L&D administrator; learning policy and process; the learning process and the administrator’s role within it; managing learning events: identifying learning needs, highlighting different solutions; looking at advantages and disadvantages; how we can quantify and qualify the impact of learning events on all levels of staff; blended learning solutions: how to integrate online; records and information: what is a learning management system(LMS); evaluating software systems; promoting learning activities. Provided by CIPD, London, UK - Dates November 2001 Course name Cambridge Business English Certificate (International Certificate in foreign languages -English as a second language) Topics covered Commercial correspondence, presenting and describing company structures and processes, presenting and advertising of products, business topics (management skills, marketing, promotional strategies, training courses, business services) Provided by Exam organised by British Council in Bucharest, Romania - Dates April - June 1995 Course name Diploma in English Communications and Public Relations Topics covered Commercial correspondence activity of Public Relations, organising of press conferences, concepts of newspapers Provided by Faculty of Communication and Public Relations „David Ogilvy” Personal skills and competences Foreign languages English – proficient user (C1) French – Basic user (A2) Organisational skills Very good organisational skills, responsible for preparation of various meetings, participation in HR team for redefinition of Intranet, etc. Goal-oriented and results-driven Supportive and helpful personality, with co-operative and service oriented attitude Strong sense of responsibility, commitment and co-operation Self-motivated Work efficiently under pressure Very good skills in prioritizing, organization, time management Ability to work under pressure and respond to changes in a rapidly evolving work environment; Motivated and dynamic personality with proven aptitude for team work Experience of working in a multi-cultural and international environment Proven adaptability to differing cultural and business environments Customer oriented with excellent interpersonal skills Computer skills Advanced level proficiency with MS Office applications (Word, Excel, PowerPoint, Visio). Photo editing: Adobe Photoshop Other skills and competences CIPD accreditation Experience working with HR administration system (PeopleNet) and financial system (ABAC) Since 1997, I have collaborated with publishing houses for translation of texts from/in English in literature, banking field, UE projects (chapters of negotiations). I translate for different banks, such as: MKB, Romexterra Bank, BancPost, Raiffeisen. Driving licence Since August 2000 – B category
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