Maggie Gilliam

*** ************ ***** ****** *****

214-***-**** adz7bg@r.postjobfree.com

Qualifications

Dedicated employee with demonstrated capacity to provide comprehensive support for executive-level staff with excellent customer service skills. Proven to accurately execute projects and report business-development efforts within budget requirements in a fast-paced work environment. Highly attentive and results-oriented in supporting complex C-level executives, years of experience in networking, deadline-driven goals and undertaking issues in a professional manner. Eager to join a dynamic team providing high-quality service.

PROFESSIONAL EXPERIENCE

SR. EXECUTIVE ASSISTANT

Strong interpersonal and technical communication skills to interact with leadership, and staff worldwide.

Provide time-management for C-level executives to ensure he or she is on time to each scheduled meeting for the day and has the necessary materials prior to each meeting.

Request and/or create reports and/or meeting materials from attendees to ensure the C-level executives can review two days before to scheduled meeting.

Effectively and confidentially manages heavy calendar (business and personal).

Coordinate extensive travel (international and domestic) for multiple C-level executives.

Responsible for preparing emails and correspondence on behalf of the C-level executives. Including email communication and correspondence to board members of the many boards the C-level executives serve on.

Responsible for the coordination of monthly board meetings, conference calls and presentations via Teams Meetings, Zoom and/or in-person.

Prepares materials for meetings including Excel spreadsheets and/or complex PowerPoint presentations and ensure they are accurate and organized.

Confidentially manages the distribution of yearly contributions and sponsorships for charitable foundations, political gifts, new memberships, and membership renewals. Responsible for maintaining the spreadsheet for these yearly donations.

Maintain personal and professional license renewals.

Manage timesheets and distribute payroll for C-level executives personal household staff for each of the households. Update and distribute financial reports for each private property as well as reconcile personal credit card statements monthly.

Run personal and business errands as needed.

Prepare expense reports and reconcile bank statements.

Transcribe and distribute minutes for meetings.

Transcribe and distribute daily dictation as needed.

Plan and coordinate five departmental conferences a year while on a strict deadline for registration of attendees, travel/hotel, preparing booths, galleries, boards/banners, ordering of labor, shipping, furniture, and electricity.

Liaison between the administrative staff and leadership coordinating quarterly meetings to keep the administrative staff aware of changes/events/status of the firm information handed down from leadership and carrying concerns and questions back to leadership on their behalf.

Responsible for maintaining and updating project spreadsheets (including charts and graphs) weekly and solely generate quarterly reports and distribute to the executive management team.

Responsible for creating and distributing the bi-monthly newsletter.

Maintain complex filing system and file spreadsheet.

Responsible for recording employee time and preparing payroll.

Confidentially maintain employee files.

Coordinate and host company events (Christmas party, birthday celebrations, employee work anniversaries, etc.).

PROPERTY MANAGEMENT/LEASE ADMINISTRATION

Code, process and pay high volume of intercompany invoices for all properties. Record and process tenant billing adjustments including metered electric and prepare monthly accruals meeting all deadlines consistently.

Initiate and authorize expenditures, appropriation, and comments on pricing strategies within limitations of delegated authority.

Assist in formulating annual operation and capital budgets per property.

Complete monthly and quarterly financial reports including variance reports, incident reports and capital reforecast.

Calculate grossed up operating expenses and prepare escalation billings for tenants both estimated and actual cost.

Monthly and quarterly owner reports.

Monitor collections and coordinate collection proceedings.

Establish A/R and A/P guidelines and track performance.

Strong interpersonal and technical communication skills with Asset Managers and leadership.

Responsible for effectively supervising on-site staff at three separate commercial properties of over 386k square feet combined.

Prepare, solicit, and negotiate bids.

Conduct property tours associated with potential tenants, ownership, and financial entities.

Inspect vacant suites and facilitate preparation of suites for lease.

Conduct weekly property inspections for repairs and landscape needs.

Manage all services performed for properties such as security, janitorial, elevator maintenance, mechanical, architectural.

Oversee work order systems for both tenant and maintenance needs.

Assist in planning, organizing, and updating the properties life and safety security procedures.

Guarantee all procedures and regulations are current.

Assist in preparing and distributing YE CAM reconciliations for each property. Provide tenant assistance in understanding and answering questions as needed.

Extensive knowledge and strong understanding of leases and lease language.

Communicate as well as meet with tenants on a continual basis to address their requests for special services, resolve problems, and build strong relations to retain tenant occupancy.

Prepare and distribute tenant billing statements.

Coordinate moves of the tenants in and out of properties.

Heavily involved in property improvements. Actively involved in meeting with vendors to ensure construction projects consistently meet deadlines and stay within budget.

Maintain personal contact with owner representatives and leadership to ensure corporate standards are met.

Code and process invoices for all three properties, organize and mail vendor checks for weekly payment as well as processing tenant billing adjustments.

Organize and mail tenant statements for each property.

Plan, schedule, coordinate and facilitate owner/team meetings.

Organize and supervise tenant events.

Process high volume of intercompany billings at commercial property of 150+ tenants and 1M square feet. ● Process tenant billing adjustments including metered electric.

Prepare operating accruals monthly for accounting, meeting all deadlines consistently.

Answer all incoming calls, input tenant requests into the work order system and maintain system.

Organize and mail vendor checks for payment weekly.

Assist in organizing and distributing tenant statements and filing tenant statements.

Assist in interviewing prospective employees.

WORK EXPERIENCE

BILLINGSLEY COMPANY – DALLAS, TEXAS Present

Business Executive Assistant to Lucy Billingsley, Partner

Business Executive Assistant to Kimberly Meyer, CFO

Short-Term

FRITZ DUDA COMPANY– DALLAS, TEXAS 2021 to 2021

Property Manager

Short-Term

BELTWAY COMMERCIAL REAL ESTATE – ADDISON, TEXAS 2018 to 2020

Sr. Executive Assistant to CEO & CFO / Lease Administrator

LINCOLN PROPERTY COMPANY – DALLAS, TEXAS 2013 to 2018

Assistant Property Manager

HKS ARCHITECTS – DALLAS, TEXAS 2009 to 2013

Sr. Executive Assistant

Extended Background

In addition to the current experience above, I have served in office management as well as administrative support to C-level executives at Telligent, Premier Cosmetic Laboratories, and The Magdalene House as the Executive Director/Office Manager between 2004-2009. In earlier years, Dr. Pepper/Seven-Up, Inc., and Motel 6 Corporate Headquarters.

Education and Training Accomplishments

Mesquite High School Mesquite, Texas Who’s Who of Executive Women 2006

References Upon Request

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