Summary
Overview
Work History
Education
Affiliations
Certification
Accomplishments
Work Preference
Quote
Work Availability
Software
Interests
Skills
Timeline
Hi, I’m

Julie Gilligan

Senior Executive Assistant/Project Management
Pleasanton,CA

Summary

Multitalented Senior Executive Assistant / Project Manager with over 30 years in toap-tier organizational support. Skilled at close work with senior executive team. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities.

Overview

26
years of professional experience

Work History

Federal Reserve Bank of San Francisco
San Francisco, CA

Executive Assistant /Implementation Project Manager
07.2008 - 04.2024

Job overview

  • Conducted regular status meetings with internal teams to track progress against established milestones.
  • Analyzed data from various sources such as surveys, interviews, focus groups. to inform decision-making related to projects.
  • Presented findings from data analysis in a clear, concise manner that was easily understood by stakeholders at all levels of the organization.
  • Negotiated contracts with vendors and suppliers based on company objectives and budget constraints.
  • Collaborated closely with senior management on long-term strategic planning initiatives related to projects in development or execution stages.
  • Drafted reports summarizing progress made on projects for review by executive leadership team.
  • Maintained records of all documents related to each project including specifications, change orders, invoices.
  • Participated in cross-functional teams responsible for developing innovative solutions for complex problems.
  • Ensured compliance with applicable laws, regulations, policies and procedures throughout the life cycle of each project.
  • Coordinated resources across multiple departments and teams as needed for successful completion of projects.
  • Advised other departments on best practices related to managing large-scale projects.
  • Facilitated resolution of conflicts between team members when necessary.
  • Implemented effective communication protocols between internal teams working on different aspects of a given project.
  • Developed and maintained project plans, timelines, and budgets.
  • Managed multiple projects with competing deadlines simultaneously.
  • Created and implemented processes to ensure successful completion of projects.
  • Actively sought out feedback from stakeholders throughout the duration of a project in order to identify areas needing improvement or adjustment.
  • Communicated effectively with stakeholders to ensure project goals are met on time and within budget.
  • Provided guidance to team members regarding tasks assigned to them.
  • Identified risks associated with each project and developed strategies for mitigating those risks.
  • Monitored progress of each project to ensure timely delivery of deliverables in accordance with established quality standards.
  • Built and established strong partnerships with teams, vendors and contractors.
  • Created project plans with established timelines, assigned to appropriate teams and managed workflow throughout construction.
  • Led meetings with internal team members, consultants and contractors.
  • Forecasted, scheduled and monitored project timelines, personnel performance and cost efficiency.
  • Developed solutions to project risks and issues, meeting quality and timeline goals and objectives.
  • Managed contracts with vendors and suppliers by assigning tasks and communicating expected deliverables.
  • Identified needs and coordinated resource allocation to deliver quality standards on time and within budget.
  • Created team objectives and roles with specific goals outlined for each individual.
  • Prepared cost estimates for projects of varying sizes.
  • Drove continuous improvement of project delivery process by providing strong leadership.
  • Made changes to project scope and cost and implemented most effective change management processes to keep project up-to-date.
  • Modified project plans when needed to better align with organizational objectives.
  • Generated and tracked change orders and other contractual modifications affecting budget and schedule.
  • Focused on project monitoring and management by developing forecasts and tracking expenses.
  • Furnished project updates to various stakeholders, informing on strategy, adjustments and progress.
  • Determined project staffing needs and led resource management.
  • Reviewed budget and subcontractor estimates in detail and analyzed for accuracy with scope of work relevancy in mind.
  • Identified project needs by reviewing project objectives and schedules.
  • Communicated with key stakeholders to determine project requirements and objectives.
  • Monitored performance of project team members to provide performance feedback.
  • Submitted project deliverables to clients, consistently adhering to quality standards.
  • Created project status presentations for delivery to customers or project personnel.
  • Developed and updated project plans to document objectives, technologies, schedules and funding.
  • Submitted budget estimates, progress reports and cost tracking reports.
  • Conferred with project personnel to identify and resolve problems.
  • Proposed, reviewed and approved modifications to project plans.
  • Produced thorough, accurate and timely reports of project activities.
  • Negotiated with project stakeholders or suppliers to obtain resources or materials.
  • Provided administrative support to the executive team, managing calendars and scheduling meetings.
  • Organized executive presentations, reports, and correspondence for internal and external stakeholders.
  • Developed and maintained filing systems, databases, records management systems, and other office resources.
  • Composed confidential communications on behalf of senior executives in response to inquiries from staff members or external contacts.
  • Coordinated travel arrangements including flights, hotels, transportation, visas, and itineraries.
  • Acted as a liaison between the executive team and other departments within the organization.
  • Prepared agendas for meetings in consultation with the executive team to ensure all necessary materials were available prior to each meeting.
  • Created monthly expense reports for senior executives utilizing accounting software programs such as QuickBooks or Peachtree Accounting Software.
  • Maintained knowledge of organizational policies and procedures to ensure compliance with applicable laws and regulations.
  • Reviewed incoming emails and directed them to appropriate personnel based on their content or urgency level.
  • Developed processes for streamlining workflow among various departments within the organization by establishing effective communication channels between teams.
  • Ensured that all documents were properly signed by relevant parties before being submitted for further processing.
  • Transcribed minutes of meetings accurately using technology such as Microsoft Word or Google Docs.
  • Assisted with event planning by coordinating catering services, reserving venues, ordering supplies.
  • Researched current industry trends related to the organization's operations in order to provide suggestions on how best to capitalize on new opportunities.
  • Monitored budgets related to projects assigned by senior executives while also providing feedback on ways to reduce costs where possible.
  • Provided guidance regarding protocol requirements when interacting with high-level clients or government officials.
  • Coordinated executive's daily calendar and planned appointments and events.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Conducted research, documentation and reports for executive team, board members and stakeholders.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
  • Executed special objectives and projects in response to executive team and board member requests.
  • Approved travel expenses and reimbursement requests from managers and other administrative support professionals.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Updated and implemented administrative and executive support policy changes and monitored effects.
  • Collaborated with internal teams to support long-term research, marketing and ad hoc projects.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Collaborated with senior leadership to support new projects.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Processed executive subscriptions, license renewals, continuing education requirements and membership renewals.
  • Answered phones and emails for [Job title] with efficiency and appropriate responses.
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Facilitated accurate schedule management and event coordination for senior leadership.
  • Organized and scheduled weekly meetings with global executives using video teleconference.
  • Managed phone calls and emails.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Made travel arrangements for employee trips and conferences.
  • Handled and distributed incoming and outgoing mail for [Number]-member executive team.
  • Attended conferences in person and via e-conference format to represent organization and executives.
  • Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
  • Orchestrated Board of Directors meetings and created agendas and meeting materials.
  • Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel.
  • Leveraged word processing software to create proposals, letters and memos.
  • Compared information and coordinated with other executive assistants to arrange accommodations, transportation and personal assistance, providing logistical support to visiting executives.
  • Researched documents and analyzed information.
  • Coordinated customer-facing webinars, developing relationships with vendors and tracking customer attendance and post-webinar follow-up.
  • Orchestrated and confirmed senior executive travel accommodations and schedules for [Number]+ personnel.
  • Obtained signatures for important financial and legal documents.
  • Verified operation of equipment by completing preventive maintenance and troubleshooting malfunctions.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Managed daily invoices, reports and proposals.
  • Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
  • Conducted research and collected and analyzed data to prepare reports and documents.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Managed and tracked expenses to meet company budget requirements.
  • Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Revised and maintained master calendar to coordinate meetings across multiple time zones.
  • Followed proper accounting and bookkeeping procedures to support audits.
  • Obtained signatures for financial documents and internal and external invoices.
  • Facilitated communications by forwarding emails, transferring calls and filing documents.
  • Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
  • Coordinated multiple schedules using online calendaring system.
  • Took detailed notes in meetings and disseminated information afterward.
  • Delivered optimal administrative, customer service and case management support.
  • Compiled meeting agendas and supportive materials ahead of meetings.
  • Prepared invoices and drafted memos for executives.
  • Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
  • Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
  • Researched and prepared information for presentations to high-level executives.
  • Reviewed incoming reports, applications and memos to determine workplace priorities.

Meritage Homes Corp
Concord

Executive Assistant /Assistant Manager
04.2007 - 05.2008

Job overview

  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • Maintained confidential records and files related to executive operations.
  • Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
  • Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
  • Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
  • Responded promptly to inquiries from customers or clients regarding products or services offered by the company.
  • Conducted research on various topics as requested by executives or senior management personnel.
  • Managed all aspects of catering needs for special events hosted by the organization.
  • Oversaw inventory control processes ensuring availability of supplies at all times.
  • Answered telephone calls from customers or clients providing assistance where necessary.
  • Performed data entry tasks into various software programs including MS Excel spreadsheets.
  • Assisted in organizing conferences, seminars and other events as directed by the executives.
  • Greeted visitors warmly upon arrival at the office premises.
  • Created and maintained up-to-date records related to customer accounts or financial transactions.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Ensured that all relevant paperwork was completed accurately prior to submission for approval.
  • Scheduled appointments for executives with external parties such as vendors or suppliers.
  • Revised and maintained master calendar to coordinate meetings across multiple time zones.
  • Obtained signatures for financial documents and internal and external invoices.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Managed and tracked expenses to meet company budget requirements.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Managed daily invoices, reports and proposals.
  • Conducted research and collected and analyzed data to prepare reports and documents.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Followed proper accounting and bookkeeping procedures to support audits.
  • Leveraged word processing software to create proposals, letters and memos.
  • Collaborated with internal teams to support long-term research, marketing and ad hoc projects.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Assisted in developing policies and procedures pertaining to office administration matters.

Deloitte
San Francisco, CA

Executive Assistant to the Managing Director
07.1998 - 05.2007

Job overview

  • Provided administrative support to the Managing Director, including scheduling meetings, preparing agendas and taking minutes.
  • Organized and managed travel arrangements for the Managing Director, including flights, hotels and transportation.
  • Created presentations and reports for the Managing Director with accurate data entry and formatting.
  • Prepared expense reports for the Managing Director according to company policy.
  • Coordinated all incoming correspondence from internal and external contacts on behalf of the Managing Director.
  • Maintained calendar of appointments, meetings, events and deadlines for the Managing Director.
  • Assisted in preparation of documents related to projects assigned by the Managing Director.
  • Answered phone calls professionally and directed them appropriately according to protocol.
  • Monitored emails sent to the Managing Director's inbox; flagged urgent messages as needed.
  • Developed relationships with other departments within the organization in order to ensure smooth flow of communication between departments.
  • Greeted visitors in a professional manner; provided information or directed visitors to appropriate personnel as required.
  • Responded promptly to any requests made by senior management team members.
  • Served as liaison between executive staff members and other departments and divisions within the organization.
  • Supported project teams during planning stages through providing relevant research material.
  • Managed filing system for documents related to projects handled by executive staff members.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
  • Ensured timely submission of invoices from vendors associated with executive staff projects.
  • Researched new technologies that could be used within executive staff processes or procedures.
  • Managed inventory of supplies necessary for efficient functioning of managing director's office space.
  • Compiled monthly progress reports summarizing activities undertaken by executive staff members.
  • Attended weekly meetings with executive staff members; recorded meeting minutes accurately.
  • Supervised day-to-day operations at office premises ensuring compliance with safety regulations.
  • Maintained confidentiality regarding sensitive information related to managing director's operations.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Collaborated with internal teams to support long-term research, marketing and ad hoc projects.
  • Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
  • Managed and tracked expenses to meet company budget requirements.
  • Obtained signatures for financial documents and internal and external invoices.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Conducted research and collected and analyzed data to prepare reports and documents.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Revised and maintained master calendar to coordinate meetings across multiple time zones.
  • Managed daily invoices, reports and proposals.
  • Followed proper accounting and bookkeeping procedures to support audits.
  • Prepared invoices and drafted memos for executives.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Researched and prepared information for presentations to high-level executives.
  • Leveraged word processing software to create proposals, letters and memos.
  • Took detailed notes in meetings and disseminated information afterward.
  • Compiled meeting agendas and supportive materials ahead of meetings.
  • Delivered optimal administrative, customer service and case management support.
  • Coordinated multiple schedules using online calendaring system.
  • Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
  • Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
  • Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
  • Executed special objectives and projects in response to executive team and board member requests.
  • Reviewed incoming reports, applications and memos to determine workplace priorities.
  • Facilitated communications by forwarding emails, transferring calls and filing documents.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Updated and implemented administrative and executive support policy changes and monitored effects.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.

Education

Heald College - Central Administrative Office
Walnut Creek, CA

Some College (No Degree) from Accounting And Computer Science

University Overview

Affiliations

Affiliations

Enjoy traveling, gardening, managing my kids high school Varsity and JV cheer teams, Camping, refinishing furniture, Art, Paddleboarding at the lake, Cooking, motorcycle riding,Shopping and volunteering,

Certification

  • CAP - Certified Administrative Professional
  • MCP - Microsoft Certified Professional
  • Business Analysis Certification- UC Berkeley

Accomplishments

Accomplishments
  • Planned corporate meetings, lunches and special events for groups of [Number]+ employees.
  • Collaborated with team of [Number] in the development of [Project name].
  • Achieved [Result] through effectively helping with [Task].

Work Preference

Work Type

Full Time

Location Preference

Hybrid

Important To Me

Company CulturePersonal development programsHealthcare benefits401k matchPaid time offCareer advancement

Quote

There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Availability
See my work availability
Not Available
Available
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Software

Microsoft Office Suite

Adobe Creative Cloud

Skype for Business

Quickbooks

Google Docs

Tableau

Asana

Workday

Interests

Traveling

Gardening

Camping

Furniture restoration

Cooking

Paddleboarding

Jetskiing

Art

Shopping

Volunteering

Motorcycle riding

Skills

  • Schedule Management
  • Financial services
  • Staff Management
  • Conference planning
  • Employee training and development
  • Conflict management
  • Travel coordination
  • Compensation and benefits
  • Budgeting
  • Office management
  • Project Management
  • Resourceful
  • Business administration
  • Travel accommodations
  • Report writing
  • Strategic planning
  • Advanced MS Office Suite
  • Project planning
  • Technical Support
  • Report analysis
  • Schedule & calendar planning
  • Filing and data archiving
  • Report Development
  • Performance improvement
  • Office administration
  • Expense reporting
  • P2P Purchases
  • Business writing

Timeline

Executive Assistant /Implementation Project Manager
Federal Reserve Bank of San Francisco
07.2008 - 04.2024
Executive Assistant /Assistant Manager
Meritage Homes Corp
04.2007 - 05.2008
Executive Assistant to the Managing Director
Deloitte
07.1998 - 05.2007
Heald College - Central Administrative Office
Some College (No Degree) from Accounting And Computer Science

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Julie GilliganSenior Executive Assistant/Project Management