Vivian H M. Email & Phone Number

Dallas/Fort Worth Area

Office management for Dallas regional office locations including Dallas, Fort Worth, Irving, San Antonio, Austin, Round Rock, and Houston, Texas. As well as offices in Little Rock and Hot Springs, Arkansas, and Denver, Colorado for civil engineering consulting firm with focus in water services.Administrative staff supervision, executive support, project management, corporate event planning, travel planning, contract negotiations, Human Resources, and facility coordination.Effectively led a team for relocation of regional offices for 40 staff through site selection, contract negotiations, design/build, construction, budget coordination, and relocation management through effective project management.2020 Safety Employee of the Quarter (Q2)“In response to the unprecedented impacts of the pandemic, Vivian has been dedicated to to ensuring the Dallas team is informed and protected. She has been a steady and responsive leader, upholding in office protocols and monitoring office staffing levels to manage capacity.”Nominated as May 2019 Employee of the Quarter for "Brilliant execution and handling of leading the Dallas office move."

Dallas, Texas

Provide office management for start-up wellness insurance company. Achievements have included obtaining the state insurance licenses for two companies, CEO, and President as well as obtaining appointments for CEO and multiple brokers for insurance. Contract administrator reviewing, editing and maintaining over 300 client contracts and determining processes for contract management and maintenance of all corporate agreements, contracts and files. Human resource coordination including the creation of the employee recognition program, researching and provision of new benefit programs for employees, creating job descriptions, job requisitions, hiring contract employees, creating and maintaining personnel records, and yearly performance management appraisals for company staff. Office management has included inventory review to establish supply budget, establishing vendor relationships including obtaining marketing firm for corporate marketing materials. Established travel program including creation of company travel policies. Provided support to interim sales director (COO) creating sales objective KPI dashboards for sales executives,

Greensboro, Nc (Telecommute From Dallas/Fort Worth Area)

Responsible for executive support to President and CEO. In addition to the administrative support functions of the executive assistant role, duties include supervision of executive department administrative staff and travel staff which includes the interviewing, training, mentoring, coaching, and evaluation of staff, job description creation, the mentoring, training,and supervision of organizational administrative staff, administration within the executive offices, coordination and supervision of board of directors meetings, coordination of board of directors election processes, liaison to all VIPs, executive staff, and board of directors members, management of special projects, represents the executive offices, President and CEO, and is representative on behalf of President/CEO in his absence, makes decisions on behalf of the executive office. Provides coordination of office moves for the executive department including office designation, purchasing of furniture, interior design, and working with IT department for equipment needs.Member of the Employees Achieving Service Excellence (EASE) Committee 2013-Present

Greensboro/Winston-Salem, North Carolina Area

Executive Assistant to President/CEO. Provide direct administrative support to President/CEO, Preparation of written correspondence on behalf of president/CEO, coordination of day-to-day schedule calendaring and e-mail monitoring for President/CEO, as well as coordination of complex travel, domestic and international, for President/CEO. Manages coordination for three affiliate boards of directors and their meetings , key client visits and travel arrangements for board of directors. Coordination of the preparations for all board of directors meeting materials. Manages and prepares general internal and external correspondence on behalf of President/CEO, interacts with VIPs and board members when appropriate. Assists in special projects as directed. Office administration for executive team. Scheduling and facilitation of executive management meetings. Provides board members and visiting guests with necessary travel information and schedule updates and manages the coordination of hotel and travel for board and colleagues for meetings. Prepares and participates in new board orientations. Responsible for processing expenses on behalf of President/CEO and board members and monthly credit card reconciliation. Responsible for executive department time tracking for all C-Level executives and executive administrative staff. Supervision of executive office administrative staff including interviewing, training, and mentoring. Supervision, training, and mentoring for organization administrative staff as needed. Provide support for president's outside organization involvement including the role of executive director of the Triad World Affairs Council which includes coordination of events, membership administration, updating/maintaining membership files, and working with speakers/presenters, including dignitaries, for event facilitation.

Greensboro/Winston-Salem, North Carolina Area

Administrative support to Senior Vice President of Construction, Director of Tenant Coordination and Tenant Coordinator within corporate office for large retail REIT. Processed travel expense reports and maintained department travel schedule, calendars, and project management.Built relationships with tenants, contractors, and vendors.Corporate administrative support for 24 outlet shopping centers. Maintenance of shopping center files and tenant files, and vendor lists. Tracking of signage and tenant turnovers.Processed tenant allowances and accounts payable invoices.Processing of new tenant welcome packages per company guidelines.Provided maintenance of all contractor and vendor insurance certificates for each center and issue requests for certificates of insurance.

Greensboro/Winston-Salem, North Carolina Area

Provided primary administrative support to senior office management staff of local branch of large retail REIT.Responsible for all office management.Skilled in vendor and contractor communications including requesting bids, contract compilation and maintenance, contract file preparation and maintenance, work order processing, equipment purchase orders, and signage requests. Human Capital Coordinator duties to include payroll processing and benefit administration, new employee processing. Maintained employee attendance, all on-site personnel records, distribution of employee procedures to all mall management personnel, and interviewing and training of new permanent and temporary employees.Provided maintenance of all tenant, contractor and vendor insurance certificates and issue requests for certificates of insurance.Assisted Group Business Development Representative with assembling lease information packets. Compilation and maintenance of Business Development Handbook, tenant coordination, license agreement processing, license agreement amendments, tenant certificates of insurance tracking, tracking of specialty leasing tenant monthly sales reports.

Administrative support to company President. Maintenance of president's calendar.Invoicing and processing accounts payable.Processing client monthly payroll.Reception duties.Processing client tax returns and maintaining confidential files. Special projects as assigned by President.

Section on GerontologyProvided administrative support to research faculty and clinical physicians. Duties included calendar maintenance, processing of billing errors using ICD-9 and CPT coding. Event planning to include over 100 staff and guests in attendance. Ambulatory clinic back-up office manager. Medical record management. Data entry coordinator for large research study.Training administrative staff in medical records processing.