Vivian K. Walsh Email & Phone Number

Sussex, Wi, Us

Irvine, California, United States

As the Executive Assistant, I report directly to the President and CEO. I am responsible for the day-to-day coordination of all the Chief Executive Officer’s activities and additionally serve as the Office Manager. I provide executive administrative assistance, including preparing correspondence, memos, reports in PowerPoint, Word, Adobe and Excel for the CEO. I provide extensive calendar management, travel arrangements, expense reports and analyze investment financial data for the CEO. I also assist the CFO, COO and Executive Vice Presidents with calendar management, travel planning, expense reports and project coordination when needed.I coordinate all inquiries and logistics for all the Business Council’s Board of Directors and Executive Committee meetings, which includes sending invitations, answering board inquiries on logistics and requests for information. I edit and assemble the quarterly agendas and board packages, and edit all of our department's staff memos that are included in each board package. Additionally, I am responsible for board meeting logistics and hybrid Zoom/Teams options in advance of each meeting.I attend the meetings and take and transcribe the meeting minutes. Additionally, I manage and update board meeting minute books, the online board portal, board database, board rosters, board waivers, and board bios/headshots. I update our organization charts and board contacts directory and assist the CEO with investor relations materials. I prepare board meeting documents to be included in our online board portal prior to each board meeting.As the Office Manager, I organize staff retreats and holiday parties. I am also responsible for general office maintenance, security, processing all incoming live checks, and approve and code vendor invoices. I manage the office/kitchen supplies as needed, maintain all office equipment including copiers, postage machine supplies and purchasing of all office supplies.

Irvine, California, United States

Provide administrative support, including managing, and prioritizing executive calendars for Associate Vice President of Marketing for Quality Services Division. Responsible for Marketing and Support KPI Bowler updates, new hire onboarding, marketing training plans, as well as analyzing and updating all Upstream and Downstream action plans. Major focus to ensure all deliverables are on track and updated for key executive meetings. Evaluate routine processes, streamline improvements where needed. Track and drive on-time delivery of information needed for Quarterly GCO and regional meetings.

Newport Beach, Ca

Executed various administrative tasks, including managing, and prioritizing multiple calendars for the Retirement Solutions Division technology executives to ensure that their time is focused on critical and strategic issues. Orchestrated email communications between executives and other Pacific Life Divisions. Monitored executive's written, and verbal requests while identifying key priorities and potential issues. Proactive travel planning (domestic & international), preparation and submission of T&E expense claims, correspondence, meeting minutes, agendas, budget reports, and presentations for Technology Leadership Team executives.

Irvine, California, United States

Executed superior level of administrative support to the Vice President of Worldwide Sales, as well as assisting members of the international and domestic sales team for a large OEM memory module manufacturing company. Managed Vice President’s calendar, screened phone calls, drafted emails, correspondence, sales, vendor, and manufacturer contracts. Coordinated travel arrangements, T&E expense claims for Vice President, as well as international and domestic sales team. Assisted Salesforce Administrator to accurately compile and enter sales data to create monthly sales revenue reports using Salesforce CRM.

Irvine, Ca

Provided administrative and legal administrative support to the Vice President of Legal Affairs and seven in-house corporate attorneys, and paralegals for a leading international design and manufacturer of computer hard drives. Maintained master calendar for Vice President and in-house attorneys, and paralegals. Screened phone calls, coordinated and scheduled meetings, conferences, travel arrangements, and T/E expense claims. Proof-read legal documents, including letters, contracts, and corporate office memos

Irvine, Ca

Provided administrative support to the Chief Technical Officer and owner of independent Cell Site Tower company. Screen phone calls, emails, coordinated meetings between investors and owners. Prepared contracts, leases, correspondence, monthly meeting minutes, travel arrangements and T/E expense claims. Managed corporate office operations and oversaw the management of six regional offices across the United States.