Gresa Abrashi

· Provide executive support to CEO and senior leadership across key European regions and Kyiv, ensuring seamless operations.

· Manage complex diary scheduling, international travel arrangements, visas itineraries and high-profile meeting coordination for CEO and team.

· Oversee confidential business matters, ensuring compliance with data protection regulations and company policies.

· Monitor incoming calls, emails and posts, highlighting urgent correspondence for immediate attention.

· Coordinated board meetings, including scheduling, distributing materials, and taking minutes.

· Coordinate office operations, vendor contracts, and procurement, ensuring an efficient and professional work environment.

· Develope and maintain a filing system for critical documents, ensuring easy access and organization.

· Act as HR liaison, handling payroll support, benefits, recruitment, onboarding, and employee inquiries.

· Facilitate board meetings, prepared agendas, documented minutes, and ensured smooth coordination between departments.

· Supervise office financial payments, budget tracking, accounting, invoicing and liaised with accounting team for expense reconciliation.

· Organize corporate events, team retreats, and networking activities, reinforcing company culture and engagement.

· Led office relocations and new office openings, overseeing logistics and workspace optimization.

· Manage high-level correspondence, act as the first point of contact, and ensured seamless communication across global teams.

· Ensured sound financial management of the office, ensuring compliance with ADA and EU budgetary policies.

· Monitored budgets and expenditures, preparing detailed reports and financial forecasts.

· Managed small project funds and large-scale grants, including reporting, evaluations, and budget revisions.

· Ensured compliance with local tax and financial regulations, liaising with authorities for tax exemption and VAT refunds.

· Handled procurement activities, contract management, and financial oversight of office operations.

· Led accounting processes, payroll management, and financial audits in coordination with ADA HQ.

· Managed HR processes, including recruitment, employment contracts, payroll accounting, and personnel data administration.

· Coordinated office administration, inventory, IT support, security checks, and facility maintenance.

· Oversaw PR and visibility initiatives, ensuring project success stories were promoted among key stakeholders.

· Handled sensitive information with confidentiality, demonstrating discretion and integrity in all interactions.

· Managed complex diaries and scheduled appointments for the Deputy Ambassador, optimizing their time and priorities.

· Supervised official vehicle usage, service maintenance, and ensured compliance with insurance and reporting policies.

· Liaised with Austrian Embassy staff and ADA HQ for seamless financial and administrative coordination

· Managed payroll, tax declarations, and financial compliance, ensuring adherence to internal and external audits.

· Oversaw office management, monitored project implementations, and ensured efficient workforce scheduling.

· Maintained HR records, monitored leave programs, and managed employee contracts and personnel files.

· Coordinated procurement contracts in line with U.S. Department of State regulations.

· Managed banking, direct deposits, and insurance documentation for employees.

· Scheduled high-level meetings, streamlined administrative processes, and improved office efficiency.

· Developed automated reporting systems and ensured seamless information sharing across departments