VIVIAN MARIE SHORT
Glendale,CA
Summary
Dynamic Executive Assistant with a proven track record at Vermont Slauson Economic Development Corporation, adept at optimizing communication and fostering relationships. Skilled in data assessment and organizational management, I excel in enhancing operational efficiency and executing strategic initiatives, ensuring seamless executive support and team collaboration.
Overview
18
18
years of professional experience
Work History
Executive Assistant to the President and CEO
Vermont Slauson Economic Development Corporation
Los Angeles, CA
05.2023 - 09.2025
- Oversaw CEO’s calendar, organized meetings, and facilitated staff one-on-ones.
- Organized board meeting agendas, documented minutes, and verified completion of board resolutions and signatures for incoming funds.
- Operated as bridge between CEO and board members, strengthening relationships and optimizing communication flow.
- Drafted and updated contracts, MOUs, and managed outstanding invoices.
- Managed credit card reconciliation processes and recorded expense documentation.
- Facilitated introductions and follow-ups with new contacts, fostering partnerships and client relationships.
- Executed team-building events and staff outings to cultivate positive internal culture.
Executive Assistant to the Chief Executive Officer
NEW COMMUNITY INVESTMENTS LLC
Los Angeles, CA
08.2021 - 05.2023
- Coordinate executive calendar, encompassing appointment scheduling and prioritization of sensitive matters.
- Deliver administrative assistance by writing and editing emails, creating memos, and preparing executive communications
- Ensure detailed and accurate documentation
- Oversee vendor invoices and expense reports
- Highly organized and detail-focused
- Respond to phone calls with courtesy and professionalism
- Time allocation skills and deadline management
- Coordinate travel logistics and accommodations
Study Recruiter
Parexel International
Glendale, CA
01.2010 - 08.2021
- Oversaw high volume calls, scheduled participation candidates aligned with study eligibility based on diagnosis, documented actions and inconsistencies related to patient studies, and updated records.
- Managed 150 to 175 inbound and outbound calls daily to schedule 30 subjects
- Articulated study protocols, compensation details, criteria, and in-house regulations to all potential candidates, enhancing clarity of clinical research expectations.
- Brought in well-qualified, multifaceted study candidates to fill cohorts.
- Informed all potential candidates of study participation status.
- Reviewed referral candidates and scheduled screening appointments for qualified individuals.
- Mentored and trained new study recruiters in proven strategies for areas including interviewing and candidate qualification.
- Monitored personal and financial data of study participation candidates.
Administrative Assistant
Parexel International
Glendale, CA
08.2008 - 01.2010
- Organized and maintained filing and document management systems by coordinating, archiving, and purging files.
- Developed administrative processes to achieve organizational objectives and improve office efficiency.
- Directed communication processes for study participation candidates by executing phone calls, assessing mail priorities, and composing correspondence
- Recorded invoice data into company database and revised details, preserving up-to-date information on company contacts.
- Directed customer communication to appropriate department personnel.
- Tracked and submitted employee timesheets to the accounting department for payroll processing.
- Reviewed and suggested improvements for a diverse range of documentation, including interoffice correspondence, reports, and presentations.
Patient Service Representative
Parexel International
Glendale, CA
09.2007 - 08.2008
- Streamlined office operations to manage candidate correspondence, record tracking, and data communications in database within case management software
- Resolved patient concerns and handled complaints to ensure effective solutions.
- Accessed patient information through various software applications, maintaining strict confidentiality to remain compliant with HIPAA regulations.
Education
Project Management
University of Maryland
MD07-2026
Child Development -
Pasadena City College
Pasadena, CAPhlebotomy Technician and BLS Certification -
Glendale Community College
Glendale, CASkills
- Data assessment
- Team interaction
- Web-based research
- Data entry
- Critical thinking proficiency
- Interpersonal and written communication
- Collaborative teamwork
- Google Suite
- MS Office
- Excel
- Pipedrive
- Smartsheets
- Time management
- Organizational skills
- Troubleshooting
Languages
English
Professional
Volunteer Work / Community Activities
Church/Community Service - Welcomed attendees as a greeter and prepared the church space with refreshments and floral arrangements to foster a warm, inviting atmosphere.
References
References available upon request.
Timeline
Executive Assistant to the President and CEO
Vermont Slauson Economic Development Corporation
05.2023 - 09.2025
Executive Assistant to the Chief Executive Officer
NEW COMMUNITY INVESTMENTS LLC
08.2021 - 05.2023
Study Recruiter
Parexel International
01.2010 - 08.2021
Administrative Assistant
Parexel International
08.2008 - 01.2010
Patient Service Representative
Parexel International
09.2007 - 08.2008
Project Management
University of Maryland
Child Development -
Pasadena City College
Phlebotomy Technician and BLS Certification -
Glendale Community College
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